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Administrator

  • Location:

    Southampton

  • Sector:

    Professional & Technical Jobs

  • Job type:

    Permanent

  • Salary:

    Market related

  • Contact:

    3D Personnel

  • Contact phone:

    02380406322

  • Job ref:

    DWFDAB

  • Published:

    1 day ago

  • Duration:

    Permanent

  • Expiry date:

    25-10-2019

  • Startdate:

    ASAP

To work with the Finance Team and Credit Control Manager with the administrative tasks in a busy and fast paced recruitment business.  This role would suit someone with administrative experience or with interest in the credit control and finance functions of a business.  The role will be varied and assist the Directorate of the business also.

Key Duties

Credit Control routines to include:

        Processing and distribution of daily post; scanning sub-contract orders and remittances on to the shared drive.  Recording, preparing and banking of cheques received;

        To save all remittances on to the shared drive, updating notes on the receipts schedule with payment amounts and expected dates;

        Undertake credit checks for potential new clients, providing a recommendation to the Directors and Sales Managers as to their commercial viability;

        To review and approve Job Start forms as submitted by the Sales Managers.  To check accuracy and completeness along with the corresponding information held on Eclipse and confirmation of client terms;

        Applying for, amending and reporting of Credit Limits provided by Atradius, our credit insurers.  Monitoring existing debt levels against credit limits, ensuring we have sufficient cover and highlighting potential risks or accounts that are overtrading;

        Ensuring the CreditSafe checking service is updated with all active clients to ensure we receive daily alerts regarding trading and activity status;

        Monitoring of the Accounts email inbox, working with the Credit Control Manager in taking suitable actions and responses where necessary;

        To actively be aware of what can be a busy environment, answering phone calls and liaising with the range of 3D staff as is necessary in the normal duties of the role.

Weekly routines:

        To take lead on the batching, checking and distribution of the weekly generated invoices;

        To rename the electronic invoices as appropriate, check invoices against contracts for accuracy and to ensure the correct distribution method and formats are applied;

        To ensure that the appropriate timesheets are attached before sending;

        To undertake the invoicing and distribution for a related company.

 

Ad-Hoc / Cyclical Tasks:

        Take ownership of the 3D fleet management, ensuring schedules are kept up to date, vehicles are accounted for and maintenance is structured.  Also includes the provision of assisting staff in the event of a garage or assessment booking;

        Bookings for Senior Management (e.g. hotels, meeting rooms, vehicles);

        Upkeep of the 3D Personnel accreditation status with bodies such as CHAS , SMAS, ConstructionLine & Builders Profile through the management of the online portals;

        Assistance with the processing of expense and credit card returns each month;

        Assistance for the Director’s on administrative tasks as required.

Longer Term

Following a full understanding, integration and ability to carry out the administrative tasks, the role will progress to that of a Credit Controller.  Additional tasks will include:

        Credit Control duties to including the checking, reconciliation, chasing and updating of client records.  Contacting and liaising with clients, building a good working relationship and establishing key contacts within their businesses.  Production, annotation and sending of aged debt reports on a weekly basis to the relevant 3D staff;

        Assisting the Credit Control Manger with the reviewing and reporting to Atradius on clients with overdue balances on a monthly basis;

        To review, maintain and update the Issues Log, identifying the severity of any issues, the actions being taken and any expected outcomes;

        To manage, track and chase all sub-contract orders that need to be signed and returned to the clients for subsequent payments;

        Processing applications for payment in place of invoices as/when required by specific clients;

        To take responsibility for one or two of the smaller office debtor ledgers with potential longer term involvement with the other UK branches;

        To attend meetings and liaise with Senior Management around specific client debt levels and issues.  To ensure that action plans are carried out and updates provided;

        To cover the Credit Control Manager in periods of absence, ensuring confidence in the use of the Eclipse front office system, the posting of financial transactions in Sage, reconciling balances and uploading invoices to 3D’s invoice financing company, Close, and uploading weekly invoices to Sage;

This will become a fully encompassing role that will be an integral part of the Finance Team, Credit Control function and business as a whole with the view to long term progression.