Financial Administrator

Your proficiency in administration, organization, and computer skills will ensure smooth daily operations. Your experience in office settings will promote effective collaboration, while your skills in Microsoft Office, pivot tables, and clerical tasks will enable precise financial reporting and analysis, contributing to the company’s growth.

Main Responsibilities

Managing daily communication:
• Handling all incoming email traffic and phone queries, including:

• Processing payments via WorldPay and AMEX.
• Updating the MPACS system to ‘Instruct Survey’ for payments before they are marked as fully paid pending cleared funds.
• Forwarding purchase ledger invoices and related inquiries.
• Redirecting other inquiries to the appropriate individuals.

MPACS System Maintenance:
• Generating quotes for Insurance Services (IS) and Building Control (BC) within the MPACS system.
• Processing quotes and issuing debit notes.
• Managing account tab updates.
• Sending conditional policy letters to clients after full policy payment.
• Maintaining the instalments tab and handling part payments.
• Recording commissions in the MPACS accounts tab.
• Sending approved payment plans to clients after approval from the Group Finance Director.
• Marking refunds in the MPACS system.
• Provide client statements and update MPACS post-payment.
• Saving MPACS reports on revenue and commissions daily.
• Keeping MPACS notes current.
• Handling requests for copies of invoices and additional inspection invoicing.
• Managing customer refunds and credit notes.

Sales Ledger and Payment Management:
• Managing Trust Account receipts and invoicing on a daily basis:

• Updating the Payment List for daily distribution to Directors and managers.
• Ensuring the correct allocation of payments to the appropriate risk and debit note numbers.
• Coordinating with Account Executives to verify remitters for unidentified receipts.
• Identifying commissions paid at source and updating MPACS records accordingly.
• Ensuring payments are accurately marked as ‘Paid’ or ‘Part paid.’
• Generating Conditional Policy Letters upon payment receipt.
• Reconciling the daily bank export tab and distributing the payment list.

Debtors Control:
• Managing aged debtors for relevant accounts.
• Printing Sage reports and reconciling balances.
• Communicating with Directors about outstanding instalments and sending statements as needed.

Support for Sage Processing:
• Managing quotations, including marking them as ‘Won’ or identifying expired quotes.
• Handling invoices and credits, posting them to Sage and emailing relevant documents to clients.
• Posting payments and commissions to Sage, including for brokers who cannot collect commissions at source.
• Assisting with bank reconciliations.

Training Log Maintenance:
• Keeping an up-to-date training agreement log.

General Responsibilities and Ad-Hoc Tasks:
• Providing support during year-end accounting and audits.
• Maintaining accurate, up-to-date process documentation.
• Covering for colleagues during holidays or sickness.
• Assisting with the development of department processes to improve controls and efficiency.
• Handling other ad-hoc duties as required.

Required Qualifications:

• A minimum of two years experience in a dynamic office or accounting environment.
• Strong teamwork and communication skills.
• Proven ability to meet deadlines.

Preferred Skills:

• Experience with Sage 50.
• Proficiency in vLookups and Pivot tables.
• Knowledge of the insurance sector.
• Familiarity with SAP Concur or similar expense systems.
• Experience with Autoentry or similar tools.

Benefits:

25 days holiday plus Christmas break, Private healthcare, Free car parking, Pension Scheme, Monthly company lunch