Finance & Administration Assistant

Hales Group; Eye; Hybrid; GBP 27,000 - 31,000; Full time

Benefits offered by this job

Hybrid work

Job summary

Hales Group is seeking a Finance & Administration Assistant on a temporary basis to provide administrative support and occasional finance tasks across the business. The role will liaise with the central accounts team and requires meticulous record keeping and strong organisational skills.

Based in Eye, Suffolk, the position offers hybrid working: 2 days in the office and 3 days remote, with flexible arrangements where required.

Qualifications

• Prior administration or finance support experience.
• Strong organisational and time management skills.
• Excellent attention to detail and accurate record-keeping.

Responsibilities

• Oversee the inbox and distribute correspondence as required.
• Conduct client credit checks and maintain 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 and project recharge tracking.
• Manage project accruals and support finance-related processes.
• Chase SLT 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 related records.
• Maintain electronic filing on SharePoint for consistent storage.
• Complete monthly company credit card reconciliations.
• Allocate nominal codes within Click Travel and liaise with central accounts.
• Support ISO compliance activities, PPE checks, audits and document control.
• Provide general admin support and assist with ad hoc tasks.

Skills

Administrative experience

Finance administration

Excel

Outlook

Attention to detail

Organisational skills

Tools

SharePoint

Click Travel

Job description

Finance & Administration Assistant

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.