Job Description

Accounts Assistant - 3 Days Per Week (Tue/Wed/Thur)
Job purpose

Primarily to provide highly effective and efficient support for the Accountant and Senior Accountant, this is an all-rounder position working across all accounting functions of the business. Responsible for a high level of transactional work on cashbooks, purchase and sales ledgers and administrative tasks to support the department including managing the processes and systems for timely accounting of expenses and credit card expenditure across the company on a timely basis, setting up new clients, processing supplier invoices, bank and supplier account reconciliations and assistance with month-end. Ensuring exceptional service consistency to both internal and external stakeholders at all times, in a professional, confident and efficient manner.

 

Key accountabilities

Company credit cards & expenses (25%)

• Process staff expense claims including management project analysis and travel analysis, checking claims are properly authorised and supported by documentation, inputting onto the ledger and preparing payments.
• Process monthly staff corporate credit card statements to ensure all transactions properly supported, authorised and accounted for.
• Arrange sterling/foreign currency/traveler's cheques advances for staff as required
• Assist with maintaining the company travel log.

Cash accounting (25%)

• Process cash records for Current and Client sterling accounts and assist with the processing of client multi-currency, including Euro, US$, CHF, Japan Yen as required. Assist with reconciling multi-currency accounts to bank statements.
• Where necessary obtain missing information on incoming receipts from banks/payers.
• Bank incoming cash/cheques.
• Prepare bank reconciliations for sterling bank accounts monthly.
• Preparation of manual payments and foreign bank transfers.

Purchase & Sales ledger (25%)

• Process incoming purchase invoices/credit notes and circulate for authorisation.
• Where necessary, code authorised invoices/credit notes and input to the ledger.
• Prepare payments to suppliers and clients in accordance with agreed payment terms.
• Reconcile ledger with supplier statements and ensure differences are resolved.
• Update mobile, phone and data analysis monthly.
• Assist with the preparation of manual invoices.
• Assist with company credit control.

Artist Promoter Invoices (5%)

• Run and distribute weekly artist invoices to promoters and clients
• Liaise with Assistant Artist Managers in preparation and distribution of weekly Promoter Invoices
• Maintain spreadsheet for Touring invoices issued
• Assist with preparing manual invoices
• Prepare monthly promoter debtor report
• Assist with Promoter credit control (including International promoters)

Artist Commission Invoices & statements (10%)

• Assist with preparation, input, and collation of monthly artist statements and invoices
• Prepare cheques and bank transfers to artists
• Assist with preparation of manual statements for artists

General (10%)

• Maintain and reconcile all petty cash floats (sterling & foreign currency) ensuring these remain in balance with the ledger on an imprest system and input into the ledger
• Deal with queries from suppliers by telephone/letter
• General input of transactions and other data to the ledger
• Assistance with various accounting analyses and reconciliations
• Maintaining efficient filing of invoices and statements, including monthly artist statements
• Checking of utility readings and bills

Required Knowledge, Skills, and Abilities