Administration & Finance Assistant - Telford Centre

Telford Centre; Telford; Hybrid; GBP 12,000 - 18,000; Part time

Job summary

Telford Centre is seeking an Administration & Finance Assistant to support the Office Manager with reporting, accounting and admin tasks for the centre services. You will focus on service charges, car park accounts and utility management, ensuring invoices are processed promptly and supplier accounts reconciled.

Role is 20 hours per week, based at the Management Suite, Telford Centre, with responsibilities spanning budget reporting, audits and general administration for the leadership team.

Qualifications

• 3 years minimum experience in a similar role.
• Working knowledge of basic financial accounting procedures.
• Proven track record in a relevant position.
• Intermediate Excel skills preferable.
• Experience of Property Management and Retail desirable.

Responsibilities

• Supports Office Manager with purchase orders, goods receipting and query resolution.
• Codes utility documents and invoices; handles change of tenancy forms and meter readings.
• Prepares monthly service charge information for budget holders.
• Assists in monthly service charge reporting.
• Assists Centre Director with service charge and non-recoverable budget prep.
• Provides evidence for internal accounting audits.
• Produces car park reports as required.
• Provides general administration and reception cover when needed.
• Sets up meeting rooms for hire.
• Supports leadership team with administrative tasks.

Skills

Basic financial accounting procedures

Intermediate Excel skills

Administrative organisation

Tools

Excel

Property Management systems

Finance software

Job description

Hours: Mon-Fri 10am-2pm, Thurs 10am-3pm, the role is flexible 20hrs per week

Location: Management Suite, Telford Centre

Job Role: Reporting into the Centre Director, the Administration & Finance Assistant will support the Office Manager in delivering timely and accurate reporting, administrative and associated accounting functions, with particular focus on the centre service charges and car park accounts. In addition, there are administrative roles required to produce monthly management and accounting information in a specific format for sharing with the wider team, head office and the client. You will be responsible for supporting the Office Manager, ensuring that invoices are received promptly and correctly, before being sent for payment. There will be a specific focus on the management of utilities (both common parts and landlord controlled meters), including the handling the change of tenancy process, monitoring meter reads, and following up on queries to resolution. The role will also ensure up to date training data capture for the centre.

Job Responsibilities:

• Supports the Office Manager, ensuring the raising of purchase orders, goods receipting and query resolution are actioned in a timely manner
• Utility documents coding, submission of invoices, change of tenancy forms, monitoring of meter reads and reconciliation of supplier accounts (both common parts and landlord controlled).
• Monthly information for budget holders for service charge performance.
• Assist the Office Manager with monthly service charge reporting.
• Assist the Centre Director with service charge and non recoverable budget preparation.
• Produce evidence for internal accounting audits when required.
• Produce car park reports when required.
• Any other duties as may be required from time to time including general administration and reception cover when required.
• Settinhg up meeting rooms for hire.
• General administration for the leadership team.

Stakeholder Relations

• Maintain positive relationships with all internal departments and off-site finance functions

Team Support

• Co-operate in the delivery of projects and/or activities that impact the Centre.
• Co-ordinate own activities with those of the department and other Centre personnel.
• Provide administrative support to other Centre personnel as required.Work with team members to achieve team and Centre objectives and aid as needed.

Comply with the requirements of all health and safety legislation and Savills policies and procedures

Undertake specific risk management tasks as delegated from time-to-time Completion of all statutory and company training

Qualifications & experience

• 3 years minimum experience working in a similar position
• A working knowledge of basic financial accounting procedures
• Proven track record in a relevant position
• Competent technical and systems skills. Intermediate excel skills preferable.
• Experience of Property Management and Retail desirable

Personal Specification

• Ability to work on own initiative, self-managing and motivating, able to acquire new skills quickly
• Ability to analyse information and identify solutions
• Strives to understand the business and its wider needs
• Takes responsibility for own actions and workload
• Proven awareness of and ability to meet deadlines and targets
• Proven ability to organise and prioritise workload to achieve maximum productivity
• Ability to work under pressure to strict deadlines
• Flexible
• Proven communicator with strong interpersonal skills at all levels
• Team Player - maintain close working relationships within team and other employees to achieve goals and profit