Part-Time Finance & Office Administrator
Location: Grafx UK, Clitheroe
Hours: Part-time
Grafx UK is a growing sign, vehicle graphics and installation company working with businesses across Lancashire and beyond. We are looking for an experienced, organised and approachable Finance & Office Administrator to support the day-to-day running of our busy office.
The main focus of the position will be managing our invoicing and financial administration using Xero. The role will also include general office duties, answering customer enquiries and entering new jobs into our job-management software.
This would suit someone who understands how a small business operates and is comfortable taking responsibility for a varied workload. You will work closely with the directors and the wider team, helping ensure jobs move smoothly from the initial enquiry through to invoicing and payment.
Key responsibilities:
Finance and Xero
- Raising customer invoices, credit notes and statements using Xero
- Checking invoices against approved quotations and completed work
- Recording and processing supplier invoices
- Maintaining accurate sales and purchase ledger records
- Monitoring outstanding customer accounts
- Following up overdue invoices professionally
- Reconciling bank transactions and customer payments
- Processing staff expenses and receipts
- Keeping customer and supplier account information up to date
- Assisting with VAT preparation, payroll information and month-end administration
- Producing basic financial and outstanding-debt reports for the directors
- Liaising with the company accountant when required
Job and customer administration
- Answering incoming telephone calls and emails
- Responding to customers in a friendly and professional manner
- Recording new customer enquiries accurately
- Creating new jobs within our job-management software
- Entering customer details, job specifications and deadlines
- Uploading purchase orders, artwork and other relevant documents
- Checking that the information required to begin a job has been received
- Passing enquiries and job information to the appropriate team member
- Keeping customers updated where appropriate
- Helping to maintain accurate customer and job records
- Supporting the team with quotations, purchase orders and job completion paperwork
General office support
- Managing general office emails and correspondence
- Filing and organising digital and paper records
- Ordering office supplies
- Helping maintain organised administrative systems
- Supporting the directors and team with general administrative tasks
- Helping improve office and financial processes as the business grows
Essential experience and qualities
- Confident, practical experience using Xero accounting software
- Previous experience with invoicing, bookkeeping or financial administration
- A good understanding of how a small business operates
- Strong organisational skills and close attention to detail
- Confident using email, Microsoft Office and cloud-based software
- Comfortable learning and using job-management systems
- Clear and professional telephone manner
- Able to communicate confidently with customers, suppliers and colleagues
- Able to manage competing priorities and work without constant supervision
- Trustworthy and comfortable handling confidential financial information
- A proactive attitude and willingness to help across a varied small-business environment
Desirable experience
- Previous experience in a sign, print, vehicle graphics, manufacturing, construction or trade-based business
- Experience with credit control and supplier accounts
- Experience using job-management or CRM software
- Experience supporting payroll, VAT returns or management accounts
- Basic understanding of purchase orders, job costing and gross profit margins
About Grafx UK
Grafx UK provides professional signs, vehicle graphics, wraps and installation services to businesses throughout Lancashire and across the UK. We pride ourselves on producing high-quality work, providing excellent customer service and building long-term relationships with our customers.
This is a varied and important role within a close-knit team. The successful applicant will have the opportunity to take ownership of our finance and office administration and help us improve our systems as the business continues to grow.
Please send a short covering letter with any application.
Pay: £15.00-£17.00 per hour
Work Location: In person
