Finance and Operations Administrator
London (Hybrid)
£30-34k
Job Overview:
This is a varied role responsible for the smooth and efficient running of the my clients finance, office and building administrative needs, including the administration and support for a range of finance and health and safety related activities.
Job Responsibilities:
Finance Support
* To prepare the weekly payment pack for review and outward transmission to our outsourced accountants.
* To ensure all payments (e.g. invoices, expenses and grants) and bank credits are authorised and coded
* To prepare monthly credit card expenses, and weekly out-of-pocket expenses using our online expenses platform.
* To support the annual financial audit and annual return processes
General Office Administration
* To engage staff in keeping high standards of housekeeping, desk tidiness, clutter, boxes on floors, mess under desks etc
* To ensure the kitchens and kitchen equipment is kept in good order both in the basement and first floor
* To work with the Receptionist, to organise room setup, catering.
* To notify staff of arrangements for all internal and committee level meetings
* To order stationery, maintain a stationary inventory, and processing related invoices
* To ensure that stocks are maintained for all consumables, such as tea, coffee, milk and other kitchen supplies, refuge sacks. To ensure that they remain within their use by dates.
* To work with the Associate Director of Operations (ADO), review prices with suppliers and review alternative suppliers as necessary
* To diarise the monthly SMT meetings and all staff meetings
Health & Safety
* To work with the ADO and Receptionist to assist with Health and Safety administrative tasks.
* To be an active member of the Fire Marshal group to ensure completion of relevant actions
* To act as a Fire Marshal and First Aider, and conduct regular Fire Regulation and First Aid checks with the relevant Marshal and First Aid staff, including fire alarm tests, fire evacuation tests, emergency light tests, first aid box supplies
* To work with the Receptionist, conduct monthly building Health & Safety checks and annual risk assessment (in compliance with Health & Safety Executive guidelines).
* To conduct regular VDU assessments, maintaining accident reporting, fire escapes clear, trailing wires, trip hazards, etc.
* To provide Health and Safety inductions for new staff
* To contribute to the Health and Safety related policies and procedures
Buildings Management Assistance
* To assist the ADO and Receptionist with any facilities management projects or tasks, liaising with the facilities management company (Precision FM) to ensure prompt resolution of any issues.
* To be responsible for maintaining the building and office keys logs and ensuring appropriate access and availability.
* To log handyman maintenance works after discussion with the ADO
* To be responsible for induction of temporary Receptionist during annual leave of full time Receptionist
* To provide building induction for new staff
* To prepare tenant rent and service charge invoices each quarter
Requirements:
* Proven 3 years’ experience of working in a similar administrative role
* Excellent administrative skills, and able to demonstrate attention to detail
* Self-motivated and resourceful with the ability to generate and implement ideas and improve processes to increase efficiency
* Confident and self-motivated, with good communication skills, and the ability to remain calm under pressure
* Efficient and organised along with the ability to plan and prioritise work effectively
* Proficient IT skills, in particular Excel
* Flexible about working hours on occasions
* Takes pride in a job done well