Contedia Pontefract, England, United Kingdom
Operations Accounts Specialist
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Introduction
At Contedia, we don’t just offer IT services, we develop smart, tailored solutions that help businesses thrive. Founded in 2001, we’ve grown steadily and intentionally, ensuring that every step forward is built on solid expertise and a commitment to doing things right. That means we don’t just fill roles as they become necessary, we employ the right people, who we think will make a positive impact on our customers and our future.
We have two areas of expertise: Digital Transformation Services, where we specialise in custom software and application development and technical web solutions, and Managed IT Services, where we offer our clients an outsourced solution to their IT management. Our clients trust us because we take the time to understand their challenges, behave conscientiously and deliver services that provide them with tangible solutions that empower them and enable their prosperity and growth.
But what really sets us apart is our culture. We believe in integrity, innovation, and collaboration. We’re a close-knit team that values long-term partnerships - both with our clients and with each other. Working at Contedia means being part of an environment where learning, problem-solving, and continuous improvement are at the heart of what we do.
As we continue to grow, we’re looking for passionate professionals who want to make a difference, not just take on a job. If you thrive in a team that values expertise, takes pride in its work, accepts responsibility and genuinely enjoys what it does, then Contedia could be the perfect fit for you.
Role Overview
The Operations & Accounts Specialist plays a key role in the efficient administration and financial operations of the business. This position is responsible for overseeing general business administration, accounting (excluding payroll and sensitive financial data), bookkeeping, purchasing, internal sales activities, record management, and liaising with both internal and external customers. The role also involves creating and co-creating and maintaining business processes and work instructions to continually seek to improve accuracy and effectiveness.
The successful candidate will provide essential support to both the Managed IT Services and Digital Transformation Services departments, ensuring smooth internal operations while engaging with external customers across the UK.
Your Responsibilities
1. Process and manage sales and purchase invoices, ensuring consistently accurate creation, entry, and reconciliation.
2. Maintain general bookkeeping records, ensuring compliance with financial procedures.
3. Assist with bank and credit card reconciliations and financial reporting as required.
4. Support financial tracking of expenses and budgets for internal departments.
5. Work closely with our external accountant to ensure timely submission of financial data.
6. Seek to identify methods (and advise management accordingly) to continually improve the accuracy and efficiency of accounting and bookkeeping activities to help keep pace with the business’s growth.
7. Monitor and manage receipt of customer payments, producing internal reports for problematic accounts and producing statements and liaising with clients to seek timely payment against open invoices.
8. Monitor and manage the allocation of payments to suppliers, with internal reporting to communicate manual payments requiring timely payments that meet invoice terms.
Purchasing & Procurement:
1. Source and procure IT hardware, software, and services in line with business needs.
2. Source, procure and manage digital assets, including domain names and security certificates to manage the business’s client responsibilities.
3. Manage supplier relationships, ensuring timely and cost-effective procurement.
4. Study for and pass appropriate vendor qualifications and certifications to maintain the company’s accreditations and achieve and maintain own standard of product or service knowledge.
5. Process purchase orders, liaising with suppliers for pricing, availability, and delivery timelines.
6. Manage estimated delivery lead-times, updating colleagues and teams internally to ensure consistent inter-departmental coordination.
7. Track and manage stock levels where applicable.
General Office & Business Administration:
1. Provide administrative support across departments to ensure smooth day-to-day operations.
2. Maintain accurate and up-to-date business records, including contracts, supplier agreements, and customer documentation.
3. Create and assist in co-creating and managing business processes and work instructions to enhance operational efficiency.
4. Organise internal documentation, ensuring accessibility and compliance with company policies and attained standards.
5. Support management with reporting, documentation, and process improvement initiatives.
6. Co-responsibility for routine facilities management activities throughout the office, which supports the day-to-day operation of the office environment.
7. Prepare and issue routine quotations to clients based on standard service offerings.
8. Take ownership and follow-up on outstanding quotations to seek and process customer orders.
9. Process sales orders, ensuring accurate documentation and coordination with internal teams.
10. Respond to client enquiries professionally and in a timely manner.
11. Maintain accurate client records within the company's business systems.
Internal Coordination & Support:
1. Act as a point of contact for the Managed IT Services and Digital Transformation Services departments, supporting their administrative and financial needs.
2. Liaise with department heads to ensure seamless coordination of internal processes.
3. Assist in identifying and implementing operational improvements.
Your Skills & Experience
Essential Experience & Skills:
1. You must be able to associate with Contedia’s core values, and therefore be aligned to hardworking, show humility and have the ability to put the needs of others before your own.
2. Excellent timekeeping and an evidently positive attitude to personal responsibility, self-motivation and proactivity.
3. A high standard of personal presentation.
4. The ability to speak and write fluent English, with good grammar and having a mind for how spoken and written words can be important in conveying the correct tone and sentiment when communicating with others.
5. A relevant and current qualification in accountancy and/or bookkeeping, with active practice in the field.
6. Proven experience in business administration, accounting, bookkeeping, and purchasing.
7. Knowledge of UK and international treatment of VAT and financial regulations.
8. Strong proficiency in financial and bookkeeping software, ideally QuickBooks Online, but otherwise Xero, Sage etc.
9. A proficient user of Microsoft Office (Outlook, Word and Excel).
10. Skilled in the use of Microsoft Teams for routine collaboration and file storage.
11. Ability to process sales and purchase invoices, purchase orders, and financial transactions accurately.
12. Excellent organisational skills and attention to detail.
13. Strong communication skills, with the ability to liaise with internal teams and external customers professionally.
14. Experience managing records and business documentation.
15. Ability to take initiative in improving business processes and work instructions.
16. Experience in an IT Managed Service Provider (MSP) or technology-related industry.
17. Experience in the creation of documentation for business processes and work instructions.
18. An otherwise keen, demonstrable knowledge and interest in business IT.
19. Familiarity with routinely using and updating CRM and other business systems to aid consistent collaboration and coordination.
20. Understanding of IT products, services, and vendor management.
Seniority level
Entry level
Employment type
Full-time
Industries
IT Services and IT Consulting
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