Finance Assistant

Salary: £31,000 - £33,000

Job Role

We are looking for an experienced full time Finance Assistant to join our small and growing team. The Finance Assistant will be responsible with supporting our day-to-day company transactions, including staff expenses.

We are committed to flexible working, which includes considering flexible hours and being based at home with occasional working in the office as required by the team and compulsory quarterly staff meetings at our London office.

Objectives of the Finance Assistant

• Responsible for all of the day-to-day sales ledger transactions for the business
  • Responsible for processing and recording new sales in CRM and Sage
  • Responsible for invoicing any new sales
  • Responsible for sending out renewal licence reminder emails to existing clients
  • Responsible for invoicing all existing licences including mergers and uplifts
• Responsible for all of the day-to-day purchase ledger transactions for the business
  • Responsible for receiving supplier invoices from creditors
  • Appropriately coding and posting invoices to correct purchase ledge system after the approval of the Finance Manager
  • Preparing purchase orders in accordance with requests for goods and services

Finance Assistant Duties and Responsibilities

• To Maintain accurate financial records using Sage software
• To record day to day financial transactions and completing the posting process
• Ensure transactions are recorded in the correct day book, suppliers ledger, customer ledger and general ledger
• Ensuring books are to the trial balance stage
• Sales Ledger
• Responsible for issuing customer invoices for all existing licences and all new sales including uplifts, bulk licences, mergers, training and conferences etc
• Set up new customer accounts and maintain existing account details within the sales ledger
• Ensure all journals have been posted to ledger accounts including prepayments and deferred income etc
• Responsible for closing and creating products for new sales from opportunities in CRM
• Responsible for sending clients renewal licence reminders
• Following up any returned emails with the correct contact details
• Reconcile Sage and CRM renewal licences to ensure all customers have been invoiced
• Allocating CRM with customer purchase orders and sales invoices numbers
• Purchase Ledger
• Responsible for coding and posting supplier invoices to correct purchase ledge system to be paid by the company
• Set up new supplier accounts and maintain existing account details within the purchase ledger
• Raising supplier purchase orders in accordance with requests for goods and send to relative person for authorisation
• Cross check with the PO system that all invoices have been received
• Ensure supplier invoices have been issued correctly for works that have been undertaken for the company
• Maintaining accurate and up-to-date records on the purchase ledger
• Responsible for sending supplier remittance advice once invoices have been paid
• Reconciling supplier statements and preparing payment runs
• Assisting with month-end close procedures and providing support to the wider finance team as required
• Process staff credit cards, staff cash expenses, petty cash and ensuring compliance with company policies

Other Duties of the Finance Assistant

• Responsible for bank reconciliation
• Handling subsidiary accounts and liaising with the Finance Manager of any queries arise
• Registering and uploading company financial information for tendering on potential customers portals
• Filing historical records and retrieving necessary documents as needed for others
• Building and maintaining relationships, both internally and externally
• To suggest any improvements for processes and procedures
• Work closely with other elements of the finance department to ensure that month end and year end deadlines are met
• Attend meetings to provide an update on the financial situation of the company
• Developing client relationships and update Sage and CRM with the correct finance contact person
• Provide support and back up to the finance team as and when needed, carrying out ad hoc projects and reports the company may ask you to carry out from time to time
• Ensure that the level of service offered to customers is of the highest standard and all communications are maintained, dealing with any issues as a matter of urgency to minimise potential disruption to the business
• Demonstrate the Company values whilst carrying out day to day duties
• Adherence to all company policies, including ISO standards for customer support, compliance with company GDPR regulations and legal requirements

Skills and qualifications

• AAT Level 3 or equivalent qualification in finance or Accounting or proven work experience in a similar role.
• Knowledge of Accounting Principles and bookkeeping procedures
• Proficient in using Microsoft Excel and other finance systems, preferably Sage 50

Soft skills

• Excellent numerical and analytical skills
• Good organisational and time management skills
• Good communication and interpersonal skills
• Understanding of data privacy standards and confidentiality, honesty and integrity
• Team player, Confident and assertive
• Good business acumen and ability to work to monthly deadlines
• Resilience, critical thinking and problem-solving skills; computer skills
• Attention to detail and the ability to work accurately under pressure
• Multitasking Abilities
• Planning and analytical skills

Summary of Terms