Administrative assistant

JOB PURPOSE:

Reporting to the General Manager, you will primarily be responsible for the book-keeping and accounting function, with duties including processing of invoices, processing of supplier payments, and maintaining the cashbooks. The role will also cover all other aspects of administration as required to operate the manufacturing facility in Simeria. 

KEY RESPONSIBILITIES

• Book-keeping

• Processing payable invoices from RO and UK company, and entering data into the Sage system, ensuring correct VAT treatment.
• Recording incoming materials from RO and UK company,  for processing and outgoing despatches for Intrastat purposes
• Processing supplier payments via online banking
• Reconciliations of balance sheet items and bank accounts
• Maintenance of petty cash and credit card accounts
• Check UK statements
• Process UK payment run

• Payroll
• Send of timesheets
• Do the meal tickets file
• Enter payroll in to the bank
• Send payslips
• Drawing up health and salary certificates

• Administration
  • Registration of all company documents
  • Arranging collections/deliveries to and from the factory
  • Submission of timesheets to 3rd party payroll service provider

• Other Duties

• Answering incoming telephone queries
• Any other ad-hoc administrative duties

KNOWLEDGE, SKILLS AND EXPERIENCE

ESSENTIAL

• Good IT skills including Excel
• Good understanding of English language

 DESIRABLE

• Previous book-keeping experience and knowledge of Romanian accounting and VAT regulations

COMPETENCIES

• Effective Communication – able to clearly and effectively communicate across the business and with suppliers
• Time management – uses time effectively;  the ability to prioritise and manage multiple tasks to ensure critical deadlines are met
• Problem solving / decision making – able to define and solve problems in a timely manner
• Adaptability / flexibility (steadiness under pressure) – able to work under pressure and to deadlines
• Building Relationships – able to build and maintain relationships with key stakeholders

COMPANY VALUES/STANDARDS

• Quality

To deliver a level of service to customers, both internal and external that exceeds professional expectations.

• Communication

To have a clear, effective and open communication process across the business.

• Evolution

Continuous improvement - further improvements are always possible, processes should be re-evaluated, and improvements implemented at every opportunity.

• Creativity

To continuously strive forward to create new and innovative ideas, concepts and processes.

• Respect

Promote a supportive professional working environment, which encourages good employee relations and excellent performance throughout the organisation.

COMMUNICATION AND WORKING RELATIONSHIPS

 Good communication with internal departments and external suppliers is essential to maintaining effective working practices within the department. The job holder needs to understand company policies and processes as they apply to their own job.

JOB DIMENSIONS

The work objectives of this role are mainly set by the manager and work method and activity is closely supervised. Job holder is accountable for own performance and their contribution to the success of the department. Most decisions can be made by reference to established procedures and practices.

HEALTH & SAFETY

All employees must observe and comply with bf systems manufacturing policies and procedures for Health & Safety.

CHANGES TO JOB DESCRIPTION

This is a description of the job as it is presently constructed. As the company and its’ management systems develop and objectives are achieved during your employment at bf systems manufacturing, this will be reviewed periodically and updated to ensure that the job description fully reflects the responsibilities of the job