(Senior) Grants And Finance Officer

Senior Finance Project Assistant (Part time)
£45000 - £58000 (for 3 - 4 days work)
London
A high end architects whose clients are ultra-high net worth individuals as well as some prestigious well known organisations, are seeking their first in house finance person.
You will work closely with an external consultant for a fund, supportive and committed team whose aim is to delight their clients.
You must be solution based and be able to offer lots of ideas and input. You will enjoy working in beautiful offices with a friendly team.
This is a part time role - approx. 21 - 30 hours a week with flexibility on when these hours are worked
Main purpose of the role

• To lead in ensuring the smooth day-to-day running of the finance function and support the Heads in maintaining finance paperwork. Additionally to help drive forward streamlining of various financial systems and support the Heads with adhoc admin tasks.
• The role will be working closely alongside the Heads, as well as the owners of the business, and the whole design team.
• The organisation retains the services of an external accountant firm and whom prepare all compliance documentation.
• The finance senior assistant will be well versed with xero and excel used on a daily basis.

Main duties:

• Regular comms with external accountant team providing various documents on a daily basis
• work with wider design and admin team to provide receipts for any unreconciled transactions on both project and business side
• assist with administration of design project procurement documentation, processing transactions, tracking and reconciling payments.
• ensuring correct budget codes and tracking codes included on all uploaded information
• monthly expenses report processing for prompting team and payment
• Train any new staff or as needed on internal financial systems
• Assist in documenting financial systems for updated process handbook
• Ensure all staff timesheets completed on a weekly basis
• Work with timesheet app and collate reports on time spent on projects
• Analyse timesheet information for profit profitability
• Assist with resolving payroll issues and the issuing of associated notices and documents
• Make online payments
• Assist in notifying accountant of any payroll updates
• Collate contractor invoices for sign off and payment
• Assist studio manager in all annual leave applications and update of records
• Assist studio manager in update of project timelines into master document
• Set up and maintain accounts with Taxi firms and similar
• Supervise postal accounts such as DHL and make 2/3 weekly post office visits
• Review financial policies and suggest improvements in conjunction with management team
• Participate in financial audits adhoc
• Reconcile bank statements on project accounts and assist in preparing client account statements monthly
• Assist Studio manager with IT set ups with external IT company ensuring new starters are set up correctly on Microsoft and design packages and ensuring monthly updates are run by external IT company.

Additionally

• The role will involve work with Senior Studio Heads and external accountant to assist with finance matters including, assistance with financial information to prepare cash flows and management accounts
• To be responsible for accurate data input and analysis using accounting software and excel
• Support management in keeping project resource and fee documentation updated
• Work with managers to resolve more complex issues and develop appropriate financial systems.

Professional Qualifications/Experience Preferred
You will probably be at least Part qualified ACA/ACCA/CIMA (or equivalent) with previous financial control and management reporting experience. In addition -

1. Experience of working with purchase ledger, purchase order systems and bank reconciliations
2. Excellent Excel & Microsoft skills as well as aptitude to understand IT set ups and business needs
3. Excellent organisational skills and attention to detail due to time sensitive information and high profile nature of role
4. Excellent communication skills and the ability to interact with colleagues throughout the organisation, the board and externally
5. Willingness to be flexible and understand the needs of the design business

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