Finance Assistant and Office Manager

Are you a highly organised, detail-oriented professional with experience in finance and office management? Are you based close to Abingdon? Would you like to work with a world leading, high growth SaaS technology business?

We are Preservica and we are changing the way organisations safeguard their digital information. As a world-leader in digital preservation technology, our award-winning software is used by leading businesses and public bodies across the globe. We are a rapidly growing SME and working as a team is vital to our success.

This is a hybrid role and will be required to be for the foreseeable future.

 

The Role:

This is a unique dual role combining the precision of finance with the energy of office management.

Within finance you will be an integral part of the team, responsible for ensuring our suppliers are paid in a timely manner, paying your fellow team members and assisting with a variety of month end tasks.

The Office manager side of the role requires someone who can pick up a variety of tasks to ensure that the office itself is safe, secure and runs smoothly.

Core Responsibilities:

Accounts Payable

• Processing all the accounts payable invoices, obtaining appropriate authorisation for those invoices, prior to payment.
• Responsibility to manage the purchases mailbox – keeping it up to date daily
• Setting up any new suppliers in a timely manner, ensuring procedures are followed
• Raising payment runs to upload to the banking systems in both UK and US banks, obtaining approval of the same
• Process employee expenses (personal and company credit cards), ensuring all claims are documented, compliant, and properly authorised
• Post and reconcile payments in Xero
• Processing data onto the payroll systems for both the UK and the US

 

Payroll

• Processing data onto the payroll systems for both the UK and the US
• In conjunction with the HR team ensuring that the payroll is correct and any new starters/leavers are processed correctly
• Post monthly prepayments, accruals, and ensure accurate balance sheet reconciliations (banks, fixed assets, prepayments, etc.) in Xero
• Ensure all purchase invoices are posted and new prepayments are correctly allocated to the balance sheet as part of month-end tasks

 

Office Management

• Being the initial face of the company, by acting as the door receptionist via the phone entry system, answering the calls from the door and finding the right person to assist the visitor.
• Organise and manage key company events, including the annual staff kick-off (held in April each year), Christmas party (December) and occasional ad hoc events with handling logistics.
• Oversee office health and safety, ensuring a safe work environment by coordinating maintenance, sourcing equipment quotes, and scheduling inspections (e.g. fire safety), while promptly addressing any issues
• Assisting with the purchase of general welfare provision for the office staff
• Ensure office stationery and printer supplies are maintained
• Proactively managing the cleaning contracts]
• Other Ad hoc duties as required

 

Experience / Education / Key Skills Required 

• Exceptional interpersonal and customer service skills
• Previous experience in a financial position
• Excellent attention to detail and good time management skills
• Experience and skills using MS Office products (predominately Word and Excel)– and willingness to extend this knowledge
• Previous experience in payroll. (Currently we use Moorepay and TriNet)
• Experience with industry software/SaaS technology environment
• Excellent written and verbal communication skills 
• Finance / Office Management skills by qualification or suitable experience

 

What we offer:

We are an open progressive employer who values our staff as the heart of our business. As well as a competitive salary and benefits package, we offer tangible career development opportunities and dedicated training time to support professional growth. Our benefits package includes Life Insurance, Private Health Insurance and a range of other employee benefits. Come join US!

Preservica are an equal opportunities employer.