We are seeking a versatile and friendly Office Administrator / Bookkeeper to join our team in Leeds.

• Contract type – Permanent / Part-time (16 to 20 hours with potential to spread over 2 to 4 days via our flexible working options)
• Salary & benefits – Up to £15 per hour; workplace pension; Leeds Arena priority tickets; free on-site secure parking, fruit & drinks
• Responsible to – Managing Director & Creative Director
• Apply by – Friday 26th July

1. The role in brief

• Provide professional and friendly assistance to colleagues and Directors as required, ensuring the smooth and efficient running of the office.

• Provide professional cover for the switchboard, answering incoming calls and directing them as required. Taking messages and preventing unnecessary calls going through to the Directors etc.

• Provide a professional and friendly front of house service to Clients, Suppliers, and other visitors.

• Maintain a variety of Microsoft Excel documents.

• Undertake basic personnel duties with the support of Pennine HR.

• Provide general support to the Managing Director to ensure the smooth running of both Spiral (the company) and Manor House (the office building we are in).

• All purchases and actions affecting the Company should be authorised by a Director.

• Ability to work alone with minimal supervision.

Other relevant comments:

• This position offers a secure and friendly working environment.

• It is a supportive role to the whole business.

• A good and consistent eye for detail is needed for the candidate to be able to proofread at the required level.

2. Main responsibilities

2.1 Administration

• Stationery – monitoring stationery levels and replenishing as required.

• Sourcing supplies

• Typing – general letters/emails as required.

• Spreadsheets – maintaining several spreadsheets for managerial use.

• Company vehicles – maintaining vehicle records, diarising & arranging insurance, MOT, services, vehicle tax etc

• Proofreading – as required.

• Travel – arranging travel, tickets and accommodation where/when applicable.

• Quotes – obtaining quotes from suppliers for projects as they occur.

• Internet research – for projects as they occur.

• Monitoring absences – Holidays, Sickness etc.

• Monitoring & assessing contracts – Checking annual contract prices against competitors. Setting up and maintaining a spreadsheet to record contract expiry dates and deadlines for cancellations.

• Gas/electricity readings – inputting readings onto internet each month.

• Projects – assisting with one off and ongoing projects as they occur.

• Support – supporting the rest of the team as required.

2.2 Reception

• Answering switchboard – transferring calls, taking messages and preventing unnecessary calls going through to the Directors etc.

• General reception/front of house duties – first point of contact, meeting and greeting visitors, providing tea and coffee as required and keeping reception and meeting room areas tidy.

• Post/incoming deliveries – dealing with incoming and outgoing mail (as required) - checking all deliveries before signing for them.

• Couriers – arranging couriers and preparing/checking items before collection i.e. labels.

• Tea/coffee supplies – monitoring and replenishing on a regular basis the levels of tea, coffee, milk, biscuits, fruit and soft drinks, and anything else required for meetings etc.

2.3 Marketing

• Tenders – assisting the Studio and Directors with putting together tenders.

• General support – assisting in general Marketing activities.

2.4 Bookkeeping

• Maintaining several reports and spreadsheets for the Accounts Department – including Sales and Purchase Day Books, Credit Card.

• Inputting invoices, receipts etc onto the Accounts Computer Package 'Sage 50'

• Paying customers – paying suppliers at the end of each month, or as required.

• Credit control – chasing overdue payments and providing copy invoices.

• Credit card – balancing the Company credit card.

• Bank statements – reconciling bank statements.

• Filing and archiving

• Turnover comparison

3. Other responsibilities

3.1 Supervisory & Managerial Responsibilities

• Responsibility for the smooth running of Reception.

• Responsibility for basic personnel with the support of our external HR provider – Pennine HR.

• Responsibility for overseeing the Health and Safety requirements of both Spiral and Manor House.

• Responsibility for maintaining and updating the various HR and H&S policies and procedures.

• Responsibility for ensuring service contracts are maintained and reviewed as required.

• Supervision of contractors – cleaners, window cleaners and any other contractor whilst on the premises.

3.2 Equipment & Materials

• Maintaining and replenishing stationery levels.

• Arranging for repairs on equipment etc as required.

• Reviewing and renewing annual equipment contracts

• Overseeing service contracts (boilers, lifts, water coolers, security contracts etc).

• Responsible for ensuring all confidential information remains locked away and • restricting access to only those authorised to access it.

4. How to apply

Please email send a copy of your CV and a covering letter explaining why you believe you are suited to the role no later than the date specified at the top of this page. Successful applicants will be contacted to arrange a subsequent interview at our office in Leeds.