Office and Finance Administrator

Our client specialises in the sourcing and supply of edible nuts into the confectionary industry and are key suppliers to major names across the sector.

Reporting to the Director, we are seeking a highly organised and proactive Office Administrator to support the smooth and efficient running of daily office operations. The ideal candidate will handle a wide range of administrative and accounting tasks, ensuring that the office functions effectively and professionally.

RESPONSIBILITIES INCLUDE:

Finance Duties:

• Processing supplier invoices, expenses and credit notes and investigating any discrepancies.
• Setting up payments in the company bank accounts for authorisation.
• Sending payment instructions and loan requests to the bank, followed by processing all relevant bank charges in ITAS.
• Reporting on European VAT.
• Reconciliation of supplier statements.
• FX reconciliation by processing the currency in ITAS.
• Assisting the Finance Director with bank reconciliation against the ledgers as and when required.
• Preparing payment letters/instructions with accompanying loan documents for purchase invoices.

Administration & Office Duties:

• Contract set up and record management using the commodity trading program ITAS, includes maintenance of client details.
• Sending contracts to the counter parties and chasing any outstanding unsigned contracts.
• Assisting the logistics department when required such as logging new documents received, updating details on ITAS and scanning them into the shared drive.
• Reception/switchboard duties.
• Organising samples to be posted/couriered when required by the traders.
• Provide ad-hoc admin support to the Managing Director and other traders.

SKILLS AND EXPERIENCE REQUIRED:

• Solid grounding in administration, ideally with experience in a commodity trading or commercial environment.
• Excellent Organisational Skills.
• Attention To Detail.
• The ability to multitask in a dynamic environment.
• Excellent communication skills in English.
• Knowledge of ITAS is an advantage.