Job Purpose:
An invaluable part of the team, you will provide administrative support for the global MADE-BY team including book-keeping and accounts support, day to day running of the offices in London and Amsterdam, Human Resources administration and business travel arrangements.
MADE-BY is formed of three legal entities in the UK, the Netherlands and Germany. We currently have twelve employees who are located in one of our two offices (London and Amsterdam) or are home-based.
Location: London.
Contract: 40 hours per week/fixed term contract/office based
Reports to: Transition Director
Direct Reports: n/a
Salary: £25,000 (depending on experience)
Key Roles and Responsibilities:
Bookkeeping and accounts support
• Bookkeeping and SAGE management for UK and NL entities including setting up supplier and customer accounts, raising sales invoices and credit notes for UK, NL and DE companies, ensuring timely payments and taking action accordingly, regularly checking status of sales invoices and chase debtors if necessary
• Monthly bank reconciliation on SAGE for UK and NL accounts
• Management of petty cash and team’s expenses
• Administration of Clockodo, our time recording system including setting up of new codes, closing down of old codes and ensuring regular use
• Collation of all documents required to support ECAP and other grant reporting
• Supporting the Finance Manager during the audit for UK, NL and DE year end accounts
• Updating pipeline and short term cash flow spreadsheets
Office administration
• Ensuring the effective day to day administration and functioning of our two offices (London and Amsterdam) including procurement, postage, filling, scheduling internal and external meetings etc.
• Human Resources administration including letters, insurances, staff attendance monitoring (annual leave, sickness etc), support with recruiting and on-boarding of new employees
• Acting as first point of contact for phone and email enquiries.
• Travel arrangements for employees business trips (incl. Hotel booking, travel, visa and event’s registration) ensuring these are providing the best value.
• Acting as the main point of contact for IT enquiries and liaising with the external IT company on behalf of employees.
• Maintain up to date records of all required company information for all MADE-BY entities
• Ensuring insurances are kept up to date.
Other
• Additional duties to support the CEO and Transition Director when required
Essential Skills:
• Passionate about sustainability, the fashion industry and making a difference.
• Excellent interpersonal and communication skills both oral and written
• Highly organised, with excellent time management and strong problem solving skills.
• Excellent attention to detail and ability to work within a pressured environment
• Proven ability to work independently and prioritise effectively
• Strong financial and numerical skills
• Proactive and hands on approach
• Fluent in English – written and spoken
Knowledge and experience Required:
• experience working with Microsoft Office programs, particularly on Word and Excel
• experience of working within a commercial environment working under pressure and to deadlines
• experience working with SAGE 50 Accounts
Desirable Skills, Knowledge and experience:
• Previous experience of working as a Team/Office administrator
• Competence in an additional European language (Dutch or German) is desirable.