Organisation:
Advance Media (www.advance.uk.com) works in partnership with leading media owners from around the world to create effective advertising solutions for assured media sales success in the UK market. We have in-depth and extensive knowledge of our markets and the media, be it online, in print, on radio or TV.
Our approach is consultative and strategic as well as being sales and revenue focused; brands and their agencies come to Advance Media for advice and guidance on running effective advertising campaigns around the world.
Advance Media work with pioneering online advertising technologies and are seen as a go-to place for most sophisticated programmatic advertising solutions.
Job Purpose: As the current Office Manager will be retiring in March next year, we are now looking for an immediate replacement to start asap. Ideal start date will be February so there can be some cross over before the current OM leaves.
A large proportion of the role will be providing Office Manager duties to both the Advance Media and Illuma Technology (www.weareilluma.com) teams (both teams operate from the same office location).
A smaller (but no less important) proportion will be providing finance admin support to the Advance business (a more detailed list of these duties is outlined below), with debt chasing one of the most important skills required.
We’re looking for someone who has excellent organisational skills and a personable disposition. The ideal candidate will have a natural flexibility in handling day-to-day routines as well as surprises. You’ll be the WD-40 or point person of the Office, ensuring things always run smoothly. The Office amp; Finance Manager will provide strong, reliable support to both businesses’ day-to-day operations. They will also help achieve organisational efficiency by nurturing a positive, inclusive work environment. They should also be prepared to roll up their sleeves and help with certain ad hoc tasks that may arise unexpectedly, as you’d typically expect in an SME, start-up environment.
Requirements
Key Responsibilities amp; Accountabilities*:
Office Manager
• Oversee day-to-day office activities as main point of contact.
• Answer Phones.
• Filing publications.
• Collecting post from downstairs and going to the Post Office when necessary.
• Maintaining the office condition; arranging necessary repairs and maintenance, liaising with any facilities management sub-contractors (e.g., cleaning company, office building management), ensuring office is always tidy (e.g., boxes not left out).
• Oversee visitors to the office and ensure a friendly, personal experience.
• Liaise/be main point of contact with our IT contractors to help resolve any issues.
• Provide direct administrative support as needed, including scheduling appointments, meetings and events, booking travel, posting packages, ordering office equipment (desk, laptops, etc).
• Ordering weekly office food amp; drink shop to ensure fridge and cupboards well stocked.
• Oversee and maintain stock levels of kitchen equipment, office stationery, IT equipment (eg laptops) and furniture (e.g. desks, chairs).
• Support Managing Director with (e.gs) travel and event bookings.
• Support HR with on-boarding of new hires.
Finance
• Invoicing: preparation amp; reconciliation of monthly invoices (using Salesforce), including resolving related queries.
• Credit Control: monitoring AR ledger, including regular chasing up of unpaid invoices, managing any supplier payments to help manage cashflow, supplier statement reconciliation.
• Month End Support: preparation of monthly management accounts pack, incl journal posting, company credit card and expenses reconciliations, bank rec.
• Quarterly VAT Reconciliation.
• Budgets: ownership of office related quarterly call-off PO budgets.
• Payroll: processing monthly payroll including posting payroll journals and pension payments.
• Commissions: reconcile publisher revenue vs CRM.
• Weekly Sales Report for MD.
*NB this is not an exhaustive list
Essential Knowledge, Skills amp; Experience:
• Prior experience in an office management role
• Prior experience carrying out similar finance admin tasks, especially credit control, specifically debt chasing.
• Excellent time-management and people skills, high degree of flexibility and excellent multitasking ability.
• Proficiency with office applications; good Word and Excel ability (Pivots, V-lookups desirable), all round good IT skills, aptitude for learning new software and systems.
• Strong numeracy, organisation, planning and communication.
• Working with multi-currencies desirable.
• Experience of SAGE Line 50 and CRM systems such as Salesforce.
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