Rapiergroup logo

Accounts Administrator

  • Part-time
  • Finance
  • Ware

About Us

We're an award-winning creative agency producing exceptional events, experiences and exhibitions around the world and online. We create powerful human experiences, connecting people and brands.

Working in the financial, automotive, technology, pharmaceutical, medical, aerospace and defence sectors, we offer all aspects of event, exhibition and experiential marketing. This includes event and conference planning and management, exhibit strategy and design, employee training and engagement, sponsorship marketing, creative content and communications, and digital-interactive media.

We love what we do and pride ourselves on our honesty and the authenticity of our work. And we are a fun bunch too.

Working at Rapiergroup, everyone in the team is trusted and empowered to be brilliant – because when people are free to give their best and treated as individuals, we all benefit.

Role Responsibility

To support the finance function in general company accounting as necessary. Responsible for ensuring that employee expenses and supplier invoices are recorded and processed in an accurate and timely manner.

Expense and Credit Card Claims:

  • Timely distribution of credit card statements to card holders following receipt from the credit card company.
  • Checking of all personal expense and credit card claims to ensure the correct nominal ledger coding and VAT allocation.
  • Ensuring the timely authorization of personal expense and credit card claims.
  • Posting authorized personal expense and credit card claims to the Purchase Ledger.
  • Organization of the timely payment of personal expense claims.
  • Timely filing of all personal expense and credit card claims.
  • Prompt resolution of staff or bank queries.

Purchase Ledger Maintenance:

  • Entry and maintenance of up-to-date supplier details on Sage including setting up new suppliers.
  • Compiling a payment list and creating a BACS payment through Sage system.
  • Matching of all invoices (job-related) to the purchase order
  • Ensuring the accuracy of nominal ledger coding and input VAT of all invoices.
  • Ensuring the timely authorization of invoices.
  • Posting authorized invoices to the Purchase Ledger.
  • Preparation of the monthly payment runs for authorization by the Group Financial Controller.
  • Entry of the monthly payment runs onto the on-line banking system.
  • Organization of the authorization of the monthly payment runs.
  • Arrangement of ad-hoc payments as necessary.
  • Timely filing of invoices and payment documentation.
  • Reconciliation of supplier statements as necessary.
  • Prompt resolution of staff, supplier and bank queries.
  • Monthly reconciliation of the Purchase Ledger to the Purchase Ledger Control Account in the Nominal Ledger.
  • Monthly preparation of the Aged Creditors report for submission to the bank.

Sales Ledger Maintenance:

  • Entry and maintenance of up-to-date client details on Sage including setting up new clients.
  • Timely processing of sales orders to produce invoices for clients.
  • Ensuring the completeness and accuracy of sales invoices including the narrative and VAT.
  • Timely dispatch of invoices to clients.
  • Timely filing of invoice copies and receipt documentation.
  • Prompt resolution of staff, client and bank queries.
  • Monthly reconciliation of the Sales Ledger to the Sales Ledger Control Account in the Nominal Ledger.
  • Monthly preparation of the Aged Debtors report for submission to the bank.

Credit Control:

  • Ensuring the timely payment of invoices, within agreed terms, by clients.
  • Timely follow up of late payments with the client’s Accounts Payable department and reference to the Account Director where necessary.

Cashbook Maintenance and Reconciliation:

  • Daily posting of payments and receipts to the cashbook to ensure that it is as up to date as possible.
  • Daily reconciliation of the cashbook to the bank statement and the immediate investigation and resolution of any differences.
  • Timely filing of bank statements.

Cashflow Forecast:

  • Providing details of projected payments for the purpose of producing the regular rolling cashflow forecast.

Administration Support:

  • There will also be a requirement to support the office administrators with ad-hoc duties such as answering the telephone, accepting deliveries, arranging couriers, booking travel etc.

This list of responsibilities is not exhaustive and will be reviewed as and when required.

Please note this is a part-time role working 20 hours a week with a requirement to work these hours across all 5 days (Monday-Friday). We are however open to discussions surrounding exact working pattern e.g. school hours, mornings only, afternoons only or a varied spread across this week. After the initial training period there will be the opportunity to work remotely up to 60% of the week (if preferred) however an office presence will be required on a Tuesday and at least one other day per week as a minimum.

Salary pro-rata for 20 hours per week. (Full time equivalent £25,400 - £30,900 dependant on experience)

Skills Required

  • Qualified bookkeeper or part-qualified bookkeeper / accountant
  • Sage 200 experience (or equivalent)
  • PC Literacy – Microsoft Teams, Word, Excel, Outlook
  • Experience of process review and improvements
  • Commercial awareness
  • Open mindedness and fairness
  • Attention to detail
  • Excellent communication skills

Competences Required

  • Communication – Actively listens and uses different methods of communication to inform, generate ideas, influence opinion and resolve differences within the scope of the role
  • Flexibility – The ability and willingness undertake tasks over and above those listed in this Job Description
  • Planning & Organisation – Ensures objectives are clarified, defined and that realistic action plans are developed and implemented in line with detailed critical path and regular team review
  • Team working – Actively contributes to the team in terms of both the Finance and wider Rapier group team and helps to build team spirit
  • Profitability – Forecasts and contributes to and enhances Company profitability by thinking about actions in line with budgets and financial targets
  • Accountability – Will deliver results within our environment and will be judged by those results
  • Personal Growth – Takes full responsibility to develop own operational experience and is considered competent in area of expertise. Is flexible, committed and shows integrity