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Office Support Administrator

Guildford, Surrey
Job Type
4 Nov 2021
A truly diverse and varied role in terms of responsibility. This SME business seeks a flexible attitude to work and very professional manor. They are a manufacturing & export business very proud of their market leading product and very bright future. The office space is bespoke and luxurious. This is a superb full time opportunity for the right candidate. The role is full time office based. Suitable candidates will have a solid administrative work history with some exposure to accounts being a great advantage.
Office Support Administrator - About The Role
Area of Responsibility - Administration
• Answer telephone calls to provide first line telephone reception services.
• Provide reception service to visitors and support / cover for sales administration.
• Processing new sales leads & enquiries through CRM system.
• Organise company lunches, travel and accommodation as required.
• Provide accounting/admin assistance to the FD as required.
Area of Responsibility - Purchase Ledger
• Review expense coding & posting of purchase invoices, distributing for payment approval where necessary.
• Following up with suppliers on outstanding invoices to ensure timely close down of monthly purchase ledger.
• Communicate with suppliers and resolve queries.
• Raise purchase orders for goods/services as required.
• Review & reconcile invoices with goods received on Lakeview accounting system, liaising with Operations department as required.
Area of Responsibility - Finance
• Update, maintain daily exchange rates.
• Update cash books with cash received and paid - EUR, USD & GBP.
• Post sales and purchase ledger cash and reconcile accounts daily.
• Petty Cash management and monthly reconciliation.
• Process and pay suppliers at month end.
• Analyse monthly VAT postings to VAT report.
• Produce accruals and prepayments report at month end.
• Prepare and upload monthly ECSL & intrastat report.
• Prepare associates commission statements.
• Analyse and reconcile Barclaycard monthly usage .
• Credit control.
Area of Responsibility - Sales Administration (Cover Tasks)
• Hourly email/fax check for customer purchase orders.
• Acknowledge orders to customers, reviewing price and delivery requirements and ensuring that minimum stock levels are not breached. Liaise with production regarding potential low stocks.
• Preparing customer Quotations and allocation of Serial Numbers.
• Production of Sales Invoices and of Delivery Notes.
• Export documentation as required (Certificates of Origin, EUR-1, ATR).
• Notify customers with shipping instructions.
• Liaise and maintain contact with customers and assist with any queries.
• Send out shipping schedule, daily, to production, sales, stores and service via email.
• Liaise with customer service regarding combined shipments.
• Email sales managers/US/German office with copies of customer orders and invoices.
• Process new account application forms on the CRM system.
• Review existing and apply for new credit limits as required.
• Set up new accounts on Lakeview Accounts System.
• Send out customer statements.
• Maintain credit control records and follow up with customers as required.
The successful Office Support Administrator will have:
• Experience in a similar role with accounts experience for minimum 2 years.
• Confidence and excellent interpersonal skills.
• Ability to build strong, credible relationships both internally and externally.
• Team player attitude.
• Organised, with the ability to multitask.
• Natural ability to remain calm and focused.
• Proficient use of Excel, Word and Microsoft Outlook is essential.
Office Support Administrator - Benefits
Holiday pay
Pension scheme
Howett Thorpe are acting as a recruitment agency in relation to this role and comply with all relevant UK legislation and do not discriminate on any protected characteristics. Due to the high volume of applications we currently receive, we are unable to respond to all candidates. If you do not hear from a Consultant within 5 working days, please assume that you have not been successful.
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  • Job Reference: 415029030-2
  • Date Posted: 4 November 2021
  • Recruiter: Howett Thorpe
    Howett Thorpe
  • Location: Guildford, Surrey
  • Salary: £30,000
  • Sector: Administration
  • Job Type: Permanent