Senior Administrator

Responsibilities

The candidate will be responsible for, but not limited to, the below tasks:

Accounts: 45%

• Able to follow weekly and monthly routines to hit deadlines
• Submit invoice and expense claims to bespoke database
• Check claims are within policy and are supported by the necessary approvals
• Check invoice entries are accurate with correct accounting codes, department splits and budget codes
• Push system for approvals if required
• Prepare weekly payment runs
• Close paid invoices on internal expense and invoice systems
• Update internal bank statement spreadsheet with invoice numbers once or twice weekly or as required
• Send invoices to external Accountant by Dropbox weekly or as required
• Carry out internal controls by running monthly reports (mileage, mobile phones, HQ invoices, etc)
• Maintain spreadsheet detailing employee gifts and employee entertainment costs monthly
• Resolve differences on monthly Accounts Payable report
• Review HQ statements and resolve queries
• Assist the Office and Finance Manager with provision of the data for the annual budgets

Travel: 35%

• Bespoke expense system – confirm trip requests daily, add and remove employees
• Ensure travel approvals are in place and processes are being followed
• Book travel within company policy – flights, hotels, Eurostar, etc
• Manage group bookings – record and analyse related costs by employee for Accounts submission
• Ensure travel invoices are submitted to Accounts supported by the necessary approvals
• Maintain spreadsheet detailing travel bookings for each month

General: 20%

• Assist with general office maintenance including the tidiness of kitchens and meeting rooms
• Order office consumable supplies (coffee, tea, milk, snacks, etc) and assist with incoming deliveries
• Order gifts/vouchers for employees (weddings, births, leaving, etc)
• Order miscellaneous items as requested by the wider team. e.g. specialist couriers, sim cards, IT equipment, etc.
• Provide hospitality catering for meetings (may require office attendance vs WFH)
• Organise Christmas Party, Summer Event and restaurant lunches and dinners, etc.
• Obtain quotes for office equipment and services
• Apply system budget applications for entertainment and office expenses by presenting proposals and comparisons via Excel and Powerpoint
• Assist with updating the People List and Desk Plan providing copies for new starters.
• Stock room/team cover for holidays and absences (may require office attendance vs WFH)
• Assist Office & Finance Manager with ad-hoc tasks and projects

Experience/Skills

• At least 5 years’ experience working in Office Administration
• Experience of business finance systems an advantage, particularly Accounts Payable
• Good numeracy and Excel skills
• Excellent attention to detail/accuracy
• Excellent interpersonal skills
• Previous experience of booking travel is essential
• Team Player
• Able to perform multiple tasks under time pressures
• Able to take ownership and responsibility
• Able to engage across all levels and all functions
• Good verbal and written International English skills
• Able to drive and have own car
• Able to travel to the office 5 days per week

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