Accounts & Administrative Assistant Full Time NEW

Job description

We are a small admin outsourcing/virtual assistant business based in Southend, offering admin support to other small businesses. Our clients range from mortgage advisers and doctors, to trades businesses, such as plumbers and electricians, so this is a very varied role and will require someone who is an open-minded team player with the ability to multitask and undertake a variety of different tasks on an ad-hoc basis.

Within this role, you will be overseeing the daily running of client accounts and working directly alongside and supporting the Managing Director with the day-to-day responsibilities and customer relationships. The successful candidate will be confident in their ability to work independently, efficiently and able to handle a reactive and sometimes demanding workload. We are looking for an individual who will long term be comfortable in moving into more of a management position and take on some of the Managing Director’s current responsibilities.

Our role is ideal for someone looking for a varied, fast paced role, who has a background in general admin and previous accounts and/or purchase ledger experience.

Previous bookkeeping experience is advantageous and experience with Xero is preferable, but not essential.

This role is office based with the potential to work hybrid on successful passing of probation period.

Responsibilities:

· Handling incoming calls and emails across multiple businesses (range from new leads, accounts follow ups, appointment bookings etc)

· Handle highly sensitive personal data and adhere to strong GDPR and AML compliance

· Arranging and booking appointments for patients and trade projects

· Managing your own diary and structuring of day

· Checking, producing, chasing and sending out quotes, invoices, purchase orders, payment certificates and statements

· Drafting, sending and following up on tenders

· Processing and inputting invoices, credit notes and supplier statements, resolving invoice queries

· Logging job expenses and assisting with producing cash flow forecasts and other general reporting

· Chasing outstanding invoice payments across all client accounts

· Carry out accurate data entry on company CRMs

· Keeping share drives up to date and organised

· Managing daily handling of Client’s primary email inbox

· Completing PQQs for suppliers and assisting with completion of general paperwork

· Assist with making card payments over the phone and via stripe/world pay and processing large payments via online banking

· Bank account reconciliation, keeping accounts updated via software such as Xero and Kashflow

· Checking and processing subcontractor timesheets (CIS), expenses and annual leave

· Completing supplier application paperwork and general administration

· Liaising with clients via phone, email, and company messaging service

· General purchase and sales ledger administration

Skills & Experience Required:

· A minimum of 2 year’s administrative/accounts experience

· Must have a meticulous eye for detail and understanding of the importance of data protection and AML policies

· Handle a reactive and sometimes demanding workload

· Ability to prioritise and use own initiative to resolve problems quickly and efficiently

· Confident and friendly telephone manner & genuine interest in providing excellent customer service

· Proactive and organised

· Committed and reliable

· IT Literate and not afraid to learn and use multiple systems

· Flexible and able to adapt to changing workloads and duties

· Proficient in outlook, word and excel

· GCSE Maths and English grade C/4 and above.

Job Types: Full-time, Permanent

Pay: £27,000.00-£31,000.00 per year

Benefits:

• Company pension
• Free parking
• On-site parking

Education:

• GCSE or equivalent (required)

Experience:

• Administrative: 2 years (required)

Work Location: In person