Accounts Administrator (Part-Time)

Position

The Employee is in the position of Accounts Administrator.

Report

The position reports to the Company Directors.

Role

• To provide accounting and administration support for the Practice by maintaining accounting and producing timely financial reports for all associated Archaus companies.
  • Archaus Limited
  • AHL IP Limited
• To maintain all personnel records and maintain and process payroll systems.
• To assist the smooth running of the Practice by ensuring all office supplies and services are up to date.
• Assist with new staff inductions.
• To provide administrative Health and Safety support.
• Liaise with inhouse It team to update and record Computer and associated equipment Leases, purchases etc and keep schedule up to date. (excel based)

This role description is based on the way that Archaus Systems are currently set up, The directors acknowledge and will welcome input from the new Accounts Administrator on ways to change or enhance the role to improve functionality and efficiency.

Capabilities and Experience

• Require confidence with:
  • Microsoft Excel, Word & Outlook.
  • XERO
  • ACE Payroll
• Previous experience with a SME in the role is a requirement, along  preference to have worked in the Professional Services and/or Building Contracting Sectors:

Hours

• This is a part time office-based role, located at 62 Cambridge Terrace, Wellington 
• 16 Hours per week, timing, and days negotiable, with a minimum of 8 hours in the Office
• Month End
  • As part of the above, the role will need to be based in the office on the 1st and 2nd working days of the month to 
    • Collate time sheets
    • Prepare and send out Invoices.
    • Record invoices in cashflow projection.

Duties

Maintain Accounting System, ACE payroll system, provide Health and Safety support and carry out or oversee all Administration functions for the Practice.

1. Verify and record in Xero accounts payable invoices and process monthly Direct Credit schedule or other means of payment. Process ad hoc payments as and when required. 
2. Create client invoices at month end, or as required, using data from our Timesheet System and in association with Directors, Associates and Team Leaders.  Currently invoices are created using Excel and then entered into Xero.
3. Monitor accounts receivable, contact and secure earliest payment of all accounts. Confer with the directors as to appropriate practice to adopt for arrears – depending on the client, amount in arrears and past history of relationship. 
4. Administer the ACE Payroll system, preparing weekly salary payments, processing all leave applications and maintain all personnel records.
5. Staff reviews
6. Set up reminders for directors on timing for staff reviews
7. Mid Year Informal Review
8. Pre Christmas formal Interview and Review
9. January formal salary review taking into account
   1. NZIA annual Survey
   2. CPI adjustment (if any
      1. After new employee starts and from start date
         1. 1st moth discussion and review 
         2. 2nd moth discussion and review 
         3. 13rd month  end of probation period formal review 
10. Maintain a current Cash Flow Projection for all associated Archaus companies (2 Companies). Fulfil month end account and bank reconciliations and present summary statements of current financial position to the directors. 
11. Prepare and lodge all GST, PAYE and FBT returns and payments by the designated due date. 
12. Reconcile and prepare all year-end financial accounts for submission to accountants and discuss as required with the directors and Accountant. Make adjustments as may be required and enter alignment journals.
13. Provide administrative support to Health and Safety officers by maintaining Health & Safety Manual, Incident Reports, Hazard Register and liaising with external agencies as required.
14. Using the computer records of employee time sheet records, prepare end of month, job specific reports as may be required by the directors or practice manager for all/any client project(s) that are to be charged on a time basis. Periodically monitor the average daily work hours fulfilled by each employee, with chargeable and non-chargeable time separately identified. 
15. Various accounting and administrative duties as required by Directors or dictated by Practice requirements. 
16. Liaise with accountants (BDO Wellington)
17. Weekly Pick up mail from P O Box 6138 (Vivian Street)

Reporting (to directors)

• Cashflow report (excel based)
• Update weekly or as appropriate when it changes.
• Accounts receivable
• Update weekly.
• Report twice monthly.
• Debtors (incl Credit cards)
• Produce Summary report.
• After entering in Xero, get Director signoff.
• Breakeven Report.  (excel based)
  • Update Monthly after Accounts receivable has been completed or as appropriate when it changes.
  • Update to reflect current cashflow forecast and Monthly Income Projection.
• Staff leave.
  • Update as needed Staff leave schedule (excel based)
  • Produce quarterly staff leave liability report including current balances for each staff member for.
    • annual leave.
    • Sick leave.
    • Time in Lieu. 
• Prepare quarterly Financial Statements, or as required.
• Prepare monthly reports comparing hours spent on vs fees received for individual projects in order to monitor profitability