At a Glance
- Tasks: Manage finance and office duties, supporting the Finance Director in a busy construction environment.
- Company: Join a dynamic construction business with a focus on teamwork and efficiency.
- Benefits: Competitive salary, supportive work culture, and opportunities for professional growth.
- Other info: Fast-paced environment with diverse responsibilities and career advancement potential.
- Why this job: Be at the heart of finance operations while ensuring smooth office administration.
- Qualifications: Experience in finance administration and strong organisational skills required.
Our client is seeking an experienced and well-organised Finance & Office Administrator to support the Finance Director and manage a broad range of finance and office administration duties.
Finance will be the main focus of the role, including maintaining the ledgers, preparing payment and reporting information, and dealing with suppliers, subcontractors, clients and colleagues.
You will also be responsible for the day-to-day administration of the London office, staff records, facilities and general internal support.
The role would suit someone who is practical, dependable and comfortable managing a varied workload in a busy construction business.
Key Responsibilities
- Purchase Ledger, Suppliers & Subcontractors
- Create and maintain supplier and subcontractor records in Sage 50.
- Process purchase and subcontractor invoices, applying the appropriate nominal, project, VAT, CIS and domestic reverse charge treatment.
- Manage the invoice approval process and follow up outstanding approvals with commercial managers and other relevant colleagues.
- Maintain aged creditor records and reconcile supplier and subcontractor statements.
- Prepare the weekly supplier and subcontractor payment run and associated bank payment administration for approval by the Finance Director.
- Respond to routine supplier and subcontractor account, payment and remittance queries.
- Sales Ledger & Credit Control
- Create and process sales invoices and credit notes.
- Allocate customer receipts and maintain the sales ledger.
- Carry out credit control, maintain the aged debtor position and escalate overdue or disputed balances where appropriate.
- Respond to routine client account and payment queries.
- Banking, Cards & Expenses
- Complete bank and company credit card reconciliations and investigate outstanding or unidentified items.
- Administer employee expenses, including appropriate coding and VAT treatment.
- Maintain petty cash records and supporting documentation.
- Prepare payments for approval while observing appropriate segregation of duties and bank-detail controls.
- CIS, VAT & Payroll Support
- Complete subcontractor verification and maintain CIS records, deduction rates and monthly supporting schedules.
- Prepare CIS returns, deduction statements and reconciliations, and deal with routine subcontractor CIS queries.
- Prepare quarterly VAT returns and supporting reconciliations for review and submission.
- Provide monthly payroll administration support and post payroll journals in Sage.
- Month-End, Reporting & Year-End Support
- Complete routine month-end processing in Sage and provide agreed reconciliations and supporting schedules to the Finance Director.
- Produce cost and ledger reports for commercial managers and assist with related queries.
- Assist with year-end accounts preparation, audit requests and the retrieval of supporting information.
- Provide ad hoc financial administration and analysis as requested by the Finance Director.
- Office Management & General Administration
- Act as the first point of contact for the London office, including reception, telephone, post, couriers and meeting room arrangements.
- Manage office supplies, stationery, facilities, cleaners, waste collection and relationships with office contractors and service providers.
- Coordinate routine office compliance inspections and servicing, including PAT testing, and assist with ISO audit administration where required.
- Maintain current staff, site and contact lists and coordinate document archiving and general electronic filing.
- Manage the finance/accounts inbox and respond to general finance and office queries.
- Coordinate company events, seasonal gifts, calendars and other office initiatives.
- Provide general administrative support to the directors as required.
- Staff Administration
- Maintain staff records and administer annual leave and sickness records.
- Coordinate new starter and leaver administration, including records, equipment and access requirements.
- Maintain relevant training, qualification and certification records and monitor expiry dates where applicable.
- Coordinate office IT, phones and equipment requirements with external providers.
- Maintain company administrative registers and renewal schedules as allocated
Finance and Office Administrator in Clerkenwell employer: Sphere Solutions
Join a dynamic and established building contractor in South Wales, where your role as a Project Manager will not only challenge you but also offer a supportive work culture that prioritises employee growth and development. With competitive salaries and a comprehensive benefits package, you'll manage significant projects across vital sectors like healthcare and education, all while working in a collaborative environment that values safety and quality. This is an excellent opportunity to make a meaningful impact in your community while advancing your career in a thriving company.
StudySmarter Expert Advice🤫
We think this is how you could land Finance and Office Administrator in Clerkenwell
✨Join Construction Networks
Get yourself involved in local construction networks or industry events. They often have job boards, and networking can lead to unadvertised positions. Plus, it’s a great way to meet potential future colleagues!
✨Show Off Your Skills on Site
If you’ve done any hands-on work, whether it's through internships or personal projects, make sure you can showcase it. Consider volunteering for local construction projects or getting involved in community build days; it’s a solid way to demonstrate your skills and build connections.
✨Utilise Construction Job Sites
Don't just rely on the big job boards. Look at niche construction job sites—many companies prioritise these for full-time roles. Apply through these sites, but don’t forget to reach out directly to companies you admire, like Sphere Solutions, to express your interest!
✨Tailor Your Application for Full-Time Roles
Make your application stand out by tailoring it specifically for full-time positions. Highlight how your previous projects align with the company's work. At StudySmarter, we encourage you to demonstrate your commitment and long-term interest in the industry when applying for roles like Finance and Office Administrator at Sphere Solutions.
We think you need these skills to ace Finance and Office Administrator in Clerkenwell
Some tips for your application 🫡
Showcase Your Relevant Experience:In the construction industry, it's essential to highlight any hands-on experience you have. Whether it’s past projects you've worked on or specific roles you've held, make sure your CV emphasises your practical skills and contributions to construction sites.
Include Certifications and Qualifications:Don’t forget to list any certifications relevant to construction, like CSCS cards or other safety qualifications. These can really set you apart from other candidates and show that you’re serious about health and safety on-site.
Tailor Your Cover Letter to Construction:When writing your cover letter for a construction role, focus on your problem-solving capabilities and teamwork. Construction relies heavily on collaboration, so mention how you’ve worked successfully with others to complete projects on time and within budget.
Adapt Your CV Format to the Field:Ensure your CV is clear and easy to read, with sections dedicated to skills such as project management, technical abilities, and site supervision. Construction roles often require a blend of technical know-how and soft skills, so make sure both are highlighted effectively.
How to prepare for a job interview at Sphere Solutions
✨Brush Up on Technical Knowledge
For a construction role, it's crucial we have a solid grasp of industry standards, safety protocols, and specific tools used on-site. Make sure you're familiar with relevant regulations and can talk confidently about them, as these often come up in interviews.
✨Showcase Your Projects
Since this is a full-time position, be ready to discuss any previous construction projects you've worked on. Bring a portfolio or have detailed descriptions that highlight your role, the challenges you faced, and how you overcame them—this’ll show you’re not just book-smart but also practically savvy.
✨Understand the Team Dynamics
Construction is all about teamwork, so prepare to discuss how you interact with different stakeholders like architects, engineers, and contractors. Maybe think of examples from past experiences to illustrate your ability to communicate and collaborate effectively.
✨Prepare for On-the-Spot Problem Solving
Be ready for some practical questions or scenarios where you'll need to demonstrate your problem-solving skills. Interviewers might present you with a hypothetical construction issue to solve, so practice articulating your thought process clearly and logically—this could really set you apart!
