Finance and Business Administrator in Colchester

The Finance & Business Support Administrator will be responsible for managing the day-to-day accounts function, including sales ledger, purchase ledger, payroll, expenses, credit control, month-end and year-end processes. The role will also include HR administration, fleet administration and general business support, working closely with the Managing Director, Accounts Assistant and external HR consultants.

Key Responsibilities

• Maintain daily banking records and all online company bank accounts.
• Carry out credit control, chase outstanding payments and resolve customer queries.
• Set up and monitor customer credit limits.
• Complete credit checks for new customers.
• Produce and send remittance advices.
• Prepare and maintain cash flow forecasts.
• Manage company credit cards, including arranging cards for new employees, managing limits and posting payments into Xero.
• Complete account reconciliations.
• Prepare month-end and year-end management reports.
• Support month-end and year-end analysis.
• Maintain the fixed asset register.
• Ensure audit records are accurate, up to date and ready when required.
• Keep company insurances current.
• Maintain a good understanding of work in progress, including WIP reporting and analysis.
• Track and process sales team commission payments.
• Maintain customer accounts.
• Set up new customers.
• Allocate incoming payments correctly.
• Manage customer queries relating to invoices, payments and credit limits.
• Support the credit control process to ensure debts are collected in a timely manner.
• Post purchase invoices from Clik into Xero.
• Monitor exchange rates and process foreign payments.
• Manage subcontractor CIS returns.
• Resolve purchase ledger queries.
• Prepare supplier payment runs and ensure suppliers are paid accurately and on time.
• Compile and post PAYE and monthly salary information.
• Process PAYE/NIC payments.
• Check, review and post monthly employee expenses.
• Review mileage and expenses from staff, entering information into Xero and payroll where required.
• Check company credit card expenses and post accordingly.
• Enter timesheets into Excel.
• Set up new employees for pension purposes alongside payroll.
• Complete online VAT returns on a quarterly basis, including fuel scale charges for company vehicles.
• Maintain monthly online Intrastat returns.
• Ensure financial records are accurate, compliant and up to date.
• Support audit preparation and ensure records are readily available when required.
• Supervise the Accounts Assistant.
• Hold monthly one-to-one meetings with the Accounts Assistant.
• Ensure the Accounts Assistant has the support, training and resources needed to meet business requirements.
• Structure Accounts Assistant duties to support the responsibilities of the Accounts and HR Manager where appropriate.
• Maintain employee records using Breathe.
• Manage holiday records, sickness records and HR documentation.
• Prepare and issue HR letters where required.
• Issue and maintain staff contracts with support from the company’s HR consultants.
• Ensure HR records are accurate, up to date and confidentially maintained.
• Maintain records relating to company vehicles.
• Ensure company car renewals and insurance documents are kept up to date.
• Distribute relevant vehicle and insurance information to staff where required.
• Support general fleet administration as needed.