Admin

Accounts & Office Administrator

Location: Southampton
Job Type: Full-Time, Permanent
Hours: Monday to Friday, 9:00am - 5:00pm (1 hour unpaid lunch)

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.

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

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

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

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

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

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!)

Qualifications
GCSEs (or equivalent) in English and Maths (Grades A-C / 4-9)

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.

Search is an equal opportunities recruiter and we welcome applications from all suitably skilled or qualified applicants, regardless of their race, sex, disability, religion/beliefs, sexual orientation or age