Accounts Assistant & Office Manager

at  Senceive

Senceive wireless remote condition monitoring technology is used in 35 countries in rail, construction and mining. Our precise, reliable and robust products are built to empower clients responsible for high-value and at-risk assets. Senceive users installed more than 30,000 sensors last year – helping them manage ground and structural movement, landslide risk, geotechnical behaviour, rail track movement and much more. Systems are installed in minutes and last over a decade with minimal maintenance – helping users mitigate engineering risk without visiting the site.
We’ve been designing, building and supporting the best wireless condition monitoring technology since 2005. As part of the Previan group of companies, we are growing fast and have highly ambitious plans for the coming years.
Role & Reporting
We are seeking the right individual to join our office-based team; this is a full-time, office-based position working in a dual role combining accounts and office management duties.
This role is based in the Milton Keynes office on the Linford Wood Business Park, reporting to the Financial Controller with regards to accounting responsibilities, whilst also liaising with and providing ongoing support to the Operations Director with regards to office management responsibilities.
Main Duties & Key Responsibilities
As Accounts Assistant & Office Manager you will have a dual role combining day to day processing and reconciliation of supplier invoices and statements, preparing payment runs and maintaining pay ledgers, with the additional and more occasional duties associated with office management. Responsibilities include, although are not limited to the following:

Successful candidates should be able to demonstrate the following relevant skills and competencies:

• A flexible, well organised approach with the ability to multi-task and manage varying priorities and deadlines in order to meet the needs of the business
• A positive, professional attitude and a desire to complete tasks to the highest degree of accuracy, maintaining confidentiality as necessary
• A team player willing and able to collaborate actively and effectively with colleagues, partners and suppliers throughout the group
• A strong communicator at all levels, with excellent interpersonal, verbal and written communication skills
• Self-motivated with a proven ability to perform under pressure, plus enthusiasm and a willingness to learn
• A flexible approach and willingness to work additional hours in order to meet the needs of the busines

ACCOUNTS ASSISTANT RESPONSIBILITIES:

• Process incoming invoices, confirming their validity by sending to relevant colleagues/managers for authorisation and approval.
• Validating supplier invoices against correct accounting codes in ERP system.
• Reconcile supplier statements, querying any discrepancies until resolution.
• Maintain and reconcile aged payable ledger.
• Communicate with suppliers regarding payment amounts and allocation to invoices where necessary.
• Prepare weekly Excel file of payment runs for supplier invoices when due.

OFFICE MANAGEMENT RESPONSIBILITIES:

• Act as the main point of contact for any office visitors ensuring visitors sign-in/out on arrival/departure and adhere to parking guidelines as appropriate.
• Carry out day-to-day office and facilities management duties as required; this may include checking and ordering stationery, kitchen supplies and other sundries, as well as liaising and coordinating with suppliers, service technicians etc.
• Carry out regular checks of Meeting Rooms and common areas, ensuring areas are left clean, tidy and fit for purpose throughout the day.
• Arrange visitor and meeting refreshments as required; this may be for visitors on arrival, or arranging lunch deliveries for team, client and company meetings.
• Oversee incoming post and deliveries to the office, distributing post and smaller deliveries as appropriate, and ensuring any large deliveries are redirected to the stores by liaising with the Inventory Coordinator.
• Maintain accurate records of access fobs, allocating fobs to new starters when required, processing returned fobs from leavers, and managing and coordinating the issue of temporary visitor fobs for infrequent visitors, service engineers etc.
  Relevant Skills & Competencies

Successful candidates should be able to demonstrate the following relevant skills and competencies:

• A flexible, well organised approach with the ability to multi-task and manage varying priorities and deadlines in order to meet the needs of the business
• A positive, professional attitude and a desire to complete tasks to the highest degree of accuracy, maintaining confidentiality as necessary
• A team player willing and able to collaborate actively and effectively with colleagues, partners and suppliers throughout the group
• A strong communicator at all levels, with excellent interpersonal, verbal and written communication skills
• Self-motivated with a proven ability to perform under pressure, plus enthusiasm and a willingness to learn
• A flexible approach and willingness to work additional hours in order to meet the needs of the business

Relevant Knowledge & Experience
Candidates should assess their suitability against the following essential, preferred and/or desirable relevant knowledge and experience: