SUMMARY:

Accounts to manage our financial records and transactions. They ensure accuracy in bookkeeping, handle accounts receivable and payable, and prepare financial reports.

GENERAL DUTIES:

• Oversee the day-to-day Accounts
• Notify Directors of activities that could impact employee welfare or the company’s reputation.
• Provide effective support, training, and guidance to Head Office staff, ensuring smooth operations and high-quality standards.
• Promote and ensure safe working practices in compliance with Health & Safety regulations.
• Maintain a professional appearance and foster positive relationships with clients, employees and suppliers.
• Resolve client and company issues promptly and satisfactorily.
• Ensure all tasks and deadlines are met by yourself and your team.
• Identify and implement measurable improvements in business operations.
• Adhere to company policies, and procedures, and ensure all administrative requirements are met.
• Inform a Director of any concerns or correspondence that could harm WINNS.
• Plan and organise your weekly schedule.
• Perform any additional reasonable duties as requested by the company.
  The following list, which is not exhaustive, outlines your main duties and responsibilities:

DAILY DUTIES

• Answer telephone calls in a friendly and professional manner at all times and transfer them to the relevant departments.
• Check emails and respond as appropriate.
• Ensure your work area is clear at the end of each day and all paperwork filed on the drive in the correct location.
• Ensure procedures for all activities undertaken are up to date.
• Check bank & Ledgermaster and transfer monies as necessary.
• Keep at least 10k in the bank at one time.
• Monitor Cash Flow and make the Managing Director aware of any concerns.
• Check Hubspot for completed works and issue invoice on the day of the event.
• Post invoices to the correct budget.
• Add invoices for one-offs to Hubspot.
• Add any invoice query email streams to QuickBooks.

WEEKLY DUTIES

• Check Age Receivables Report.
• Add interest and send a statement for any invoice over 30 days.
• Send a 7-day notice after an invoice is 1 week overdue.
• Raise CCJ if no payment date received.
• Reconcile bank transactions for business bank accounts and credit cards.
• Input & code credit card receipts.
• Check Dext receipts have been published and matched off against the correct payments.

MONTHLY DUTIES

• Carry out bank reconciliations.
• Check subcontractor invoices match the Parim schedule.
• Arrange subcontractor payment by 10th.
• Invoicing Security, Cleaning, Projects, one-offs and consumables.
• Go through Hubspot and check ready to Invoice column and move to the Invoice column once completed
• Carry out payroll Journals.
• Complete P&L and Age Debtors report for Directors.
• Check supplier invoices are correct and act promplty to address queries.
• Check direct debits are correct and act promplty to address queries.
• Upload monthly Invoices/credit notes to Ledgermaster.
• Complete bank reconciliation x 3.
• Ensure the balance sheet is correct.
• Carry out Monthly budget meetings with Account Managers.
• Update Hubspot and transfer Invoices to Paid column
• Calculate commission and advise Payroll.
• Conduct nominal ledger reconciliations.
• Investigate Site Profit & Loss with the Managing Director.
• Pay Attachment Orders
• Undertake P32 Payments
• Email Monthly Statements to clients
• Transfer data from Clients and Invoice for Anglian Water

AD-HOC DUTIES

• Process customer’s cheques, place in paying in book and ensure they are taken to the bank by an available person.
• Deal with customer queries.
• Set up new customers on quickbooks from onboarding form when required
• Set up new suppliers on quickbooks from onboarding form when required.
• Produce VAT reports quarterly ready for payment.
• Archive relevant documents.
• Complete End-of-year archiving correctly..
• Provide data as and when required to be included in reports.
• Process WINNS sales invoicing/credits and send out to clients.
• Liaise with accountants.
• Contact HMRC regarding queries or errors.
• Complete Poseidon/show and event Invoices.