Office Administrator

Brighton, East Sussex
Competitive salary (match current & performance related bonus paid monthly up to 10% of basic salary
06 Mar 2018
03 Apr 2018
Office Administrator
Contract Type
Full Time

 Office Management

o   Management of team to ensure office kept clean and tidy at all times

o   Management of suppliers

o   Help with answering phones as required (everyone has own dedicated direct number)

o   Managing Health and Safety including acting as a Fire Warden and a First Aider (If needed)

o   Organise Office Social events

Personal Assistant

o   Support Carlene (CEO) as required from a Personal Assistant perspective

o   Admin support to leadership team as required including Emily, Curt & Amy.

o   Proactively identify potential issues that may affect customer satisfaction and manage these

Administrative Support with Client Projects

o   Support creation and review of statement of works as directed

o   Ensure all Statement of work's & Contacts are signed and saved for future reference in teams

o   Support proactive client communication with project updates as required

o   Support consultants with logistics such as co-ordinating dates for training or other logistics relating to client site projects such as organising travel and hotel.

Book Keeping (please note Cloud9 are recruiting a part time book keeper so book keeping responsibilities will be shared with this new recruit).

o   Raise invoices as directed to do by team (sales team often raise their own)

o   Ensure draft invoices raised immediately when future revenue predicted

o   Ensure CRM project set up for client invoices, including workstreams (for future PO issue)

o   Set up and management of go-cardless Direct Debit payments

o   Issue PO’s in timely manner as directed by team (proactive monitoring of this). Ensure consultants do not work without PO’s

o   Keep Xero up to date at all times

o   Support with end of year accounts

o   Issue all client invoices in timely manner (eg milestone related payments end of project)

o   Ensure Xero reconciled at all times

o   Reconciliation of Direct Debits for licences and project related payments

o   Support preparation of VAT return (reconciliation and accurate recording of vatable expenses)

o   Chase up as required outstanding sales invoices (record any activity in Xero)

o   Prepare on weekly basis any supplier invoices for immediate payment

o   Support proactive management of cashflow and budgeting

o   Reconciliation of Associate invoices (within 24 hours if possible) against CRM, work closely with Project Managers to confirm work completed (usually confirmed by client)


o   Management of all aspects of recruitment process.

o   Ensuring all new employees relevant details are passed to our outsourced Payroll team

o   Preparation of monthly salary submission to payroll (authorised by Carlene in advance)

o   Induction of new recruits including expense policy, absence policy (holidays and sickness)

o   Recording of all absence including sickness and holidays

o   Issuing of employee bonus’s communication end of first week of every month

o   Process of employee expenses in timely manner, ensure audited

o   Ensuring completion of induction by all employees and Associates

Licences & Support

o   Management of licence ordering process

o   Keep up to date records relating to licences for licence forecasting and reconciliation of Westcoast invoices – ensure profitable

o   Ensure Consultants get access to licences purchased for projects

o   Set up of client support contracts on CRM

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