Finance & Administration Assistant
Hales Group
Overview
An opportunity has arisen to join our client on temporary basis as an Finance & Administration Assistant. You will be providing administrative and occasional finance support across a variety of business functions.
The role will also involve regular interaction with the central accounts team within the wider Group. This position would suit a highly organised individual with excellent attention to detail, strong administrative skills and the ability to adapt to changing priorities in a fast-paced environment.
Location: Eye, Suffolk
Pay Rate: £14.00 per hour
Duration: Approx. 12th October - 12th November
Hours: 09:00 - 17:00 (30-minute lunch break)
Working Pattern: Hybrid working available (2 days office-based, 3 days remote) with flexibility where required
Key Responsibilities:
- Oversee the inbox, distributing correspondence as required.
- Conduct client credit checks and maintain accurate records.
- Process and reconcile expenses for Senior Management and offshore personnel.
- Coordinate meeting room bookings and office scheduling requirements.
- Set up new suppliers within company systems.
- Maintain and update operational tracking spreadsheets, including OFLO trackers.
- Manage incoming and outgoing post, including scanning, distribution and project recharge tracking.
- Manage project accruals and support finance-related processes.
- Chase Senior Leadership Team members for billing approvals and sign-off.
- Monitor and manage communications with wider offices.
- Raise and process purchase orders.
- Organise travel arrangements for offshore staff.
- Update Safe Arrival forms and maintain associated records.
- Maintain electronic filing systems on SharePoint, ensuring documents are stored accurately and consistently.
- Complete monthly company credit card reconciliations.
- Allocate nominal codes within Click Travel and liaise with the central accounts team.
- Support monthly ISO compliance activities, including PPE checks, office audits and document control.
- Provide general administrative support and assist with ad hoc tasks as business needs require.
Person Specification:
- Previous administration, finance administration or office support experience.
- Strong organisational and time management skills.
- Excellent attention to detail and accurate record-keeping abilities.
- Confident using Microsoft Office, particularly Excel and Outlook.
- Ability to manage multiple tasks and changing priorities effectively.
- Experience with document management systems and SharePoint would be advantageous, but training will be given.
- Ability to work independently and as part of a small, collaborative team.
Full training will be provided, including detailed system training and comprehensive process manuals to support all responsibilities within the role.
For more information on this role, please apply!
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