Admin

Accounts & Office Administrator

Location: Southampton
Job Type: Full-Time, Permanent
Hours: Monday to Friday, 9:00am - 5:00pm (1 hour unpaid lunch)
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About the Role
We are seeking an organised and proactive Accounts & Office Administrator to support the smooth running of our busy office. Reporting to the Office Manager, this varied role combines accounts administration, office coordination, property support, and general business administration.
This is an excellent opportunity for someone with strong Sage and Excel experience who enjoys working in a small team environment and taking ownership of their responsibilities.
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Key Responsibilities
Office Administration
* Answering and directing telephone calls (first point of contact)
* Meeting and greeting visitors
* Managing stationery orders
* Organising meetings and producing minutes
* Handling incoming and outgoing post
* Maintaining filing systems (digital and paper)
* Managing staff location board updates
* Email correspondence
* Light office cleaning duties
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Accounts (Sage & Client Software)
* Raising sales invoices via Sage and client portals
* Allocating remittances and reconciling payments
* Processing supplier invoices and payments (including fuel accounts)
* Raising monthly and ad hoc supplier payments
* Managing petty cash
* Debtor control and payment chasing
* Processing employee expenses and reconciliation
* Monthly payroll processing via Sage and bank uploads
* Ratifying employee and subcontractor hours
* CIS payments to HMRC as required
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Estimates, Orders & Property Support
* Creating job folders and required documentation
* Producing job estimates (Word, Excel and PDF formats)
* Managing Excel job trackers from enquiry to completion
* Raising purchase orders and monitoring through to receipt and payment
* Liaising with suppliers and site personnel
* Maintaining property defects via OPUS
* Ensuring statutory compliance (gas & electrical checks)
* Liaising with site managers and property agents
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Additional Duties
* Website updates (news and gallery content)
* Assisting with company events
* Producing company newsletters
* Supporting client maintenance enquiries when required
* Participating in and eventually leading monthly finance meetings with key clients
* Carrying out additional duties as required to support business operations
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Skills & Experience Required
* Previous office accounts experience (essential)
* Strong Sage experience (essential)
* Strong Excel skills (essential), including formulas and spreadsheet management
* Proficient in Microsoft Office and Outlook
* Experience with additional software systems (e.g. property management or job tracking systems) beneficial
* Excellent organisation and time management skills
* Strong written and verbal communication skills
* High level of accuracy and attention to detail
* Ability to prioritise workload and use initiative
* Comfortable with occasional lone working
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Additional Requirements
* Full UK driving licence and ability to drive (essential)
* Available to work during school holiday periods
* Must be comfortable around dogs (occasional four-legged visitors!)
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Qualifications
* GCSEs (or equivalent) in English and Maths (Grades A-C / 4-9)
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How to Apply
If you are an experienced Accounts & Office Administrator with strong Sage and Excel skills and a proactive, can-do attitude, we would love to hear from you.
Please apply with your CV.

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