We are hiring – Office Manager / Bookkeeper wanted
Are you, or is someone you know our new Office Manager / Bookkeeper? We are looking for the right person to join our fun and lively team of social media experts…
Purpose:
The purpose of this role is to facilitate the smooth and effective running of the company and its team members by providing support across a wide variety of administrative tasks. You will be working with the whole office, specifically supporting the Directors and the Sales & Marketing Team.
As bookkeeper, the purpose is to create accurate and reliable financial records.
The receptionist role will act as the ambassador to the company when answering calls and channelling queries/calls to the correct person in the company.
Key Objectives:
Supporting NixonMcInnes staff where necessary, being the first point of contact for general queries and handing all administrative office operations. Doing all bookkeeping up to Trial Balance.
Responsibilities:
Administration:
- Answering the phone/general office switchboard – needs ‘on brand’ telephone manner
- Opening mail
- Going to the bank
- Teeing up meetings for team members, co-ordinating internal and external diaries and confirming meetings by email
- Offering admin support for usability testing recruitment and note-taking
- Preparing refreshments for external meetings
- Changing recycling bags and organising pick up thereof
- Keeping stationary levels well stocked
- General errands
- Keeping office clean and tidy at all times
- Completing expenses forms
- Booking transport, hotels and so on
- Organising board meetings and workshops – ensuring venue, refreshments, copies of reports and agendas, and attendees / diaries sorted
Bookkeeping:
- Raising all sales invoices and sending them to clients, preferably by email
- Lodging and recording all debtor receipts
- Monthly chasing of outstanding debts so that they do not become overdue
- Addressing all debtor queries so that they are resolved in a timely fashion
- Sending statements to debtors on a monthly basis
- Recording all incoming invoices from suppliers
- Paying suppliers on a monthly basis and in a timely fashion
- Resolving all supplier queries
- Paying all employee expenses as soon as possible, then analysing the transaction
- Managing the petty cash and preparing the journal
- Processing monthly salaries
- Paying the PAYE/NI on a monthly basis
- Doing the annual payroll returns, P35, P11ds etc
- Paying the corporation tax
- Doing quarterly VAT and ensuring that the payment reaches the VAT office by the correct date
- Bank reconciliations, including analysing all bank charges, STOs and DDRs as received
- Ensuring that the prepayments and accruals are correct; that the prepayments are reducing each month and that the accruals are sufficient
- Providing reports at the month end so that the Management Accounts can be prepared for the Board Meeting held every month – Profit & Loss, Balance Sheet, Bank transactions, Aged Debtors and Aged Creditors
Receptionist:
- Being the first point of contact for all phone calls
- Directing the caller to the correct person/department
- Taking messages when people are unavailable
Specific Functions:
- General Office Functions / Office Administration (including purchases, hospitality etc.)
- Assisting Directors
- Assisting Sales & Marketing administration
- Assisting the Delivery Team
- Helping with the admin and organisation of our HR & Recruitment
- Being responsible for the company’s bookkeeping
- Answering telephone calls and greeting visitors
Longer term possibility:
- Maintaining and implementing Health & Safety, first aid (inspection & training) where necessary
- Developing accounting skills
Programmes used (medium to advanced level competency required):
- Microsoft Office
- Outlook Express
- Internet Explorer / Mozilla Firefox / Google
- Quickbooks (desirable but not essential)
- A.N. other accounts package
Training will be provided:
- SugarCRM contact database
- Basecamp
- NM Wiki
- Boris
- Quickbooks
Characteristics:
- Really, really HELPFUL!
- Ability to get things done – has a can do attitude, works quickly and efficiently
- Highly organised
- People-oriented and approachable
- Sense of humour and fun to be with
- Able to multitask and balance conflicting priorities
- Experience doing bookkeeping /accounts to trial balance
- Accuracy inputting financial data
- Commitment to our highly open, transparent and democratic company culture
- An interest in social media and all things web is always good!
Rewards:
- Up to £20k per annum (pro rata) relative to the amount of experience
- Lots of fun – relaxed environment with interesting talented people
- Will gradually learn about exciting aspects of the ever-evolving internet and its impact on culture, business and the world
The role of Office Manager / Bookkeeper deals with the day to day running of the office (post, maintaining office appearance, taking minutes where needed, booking external / internal meeting rooms, hotels and flights) and also supports the Directors, Management, Sales & Marketing Teams and Developers Den where required.
It includes monthly tasks such as dealing with the petty cash, ordering stock and consumables, making purchases and managing paper files.
There are several elements to the role including assisting the Sales & Marketing function by administrating the SugarCRM database.
Being a team player is a very important element of the role, as they will be working closely with all the members of the NixonMcInnes company team taking care of some HR functions as required; for example managing any recruitment drives and distributing wage slips. The role will also involve the organisation of Christmas parties and every other company outing. The administrator will also be expected to manage all the cleaning for the office when necessary.
Company info:
NixonMcInnes is a digital communication agency specialising in social media, based 200 meters from Brighton Pier. Founded in 2000, we are now a team of 17 – one of only a few agencies dedicated to social media consultancy.
Our clients include T-Mobile, Oxfam, Channel 4, CISCO, Co-op Financial Services, MORE TH>N, BMW, Chelsea FC, NTL and the Department of Health.
To apply for this role, please send covering letter and CV to tina@nixonmcinnes.co.uk.
Thanks to kandyjaxx for the image – http://www.flickr.com/photos/kandyjaxx/
Ruth wrote this on 01.04.09 – what do you think?
It's filed in the Brighton, NixonMcInnes, Recruitment box
