Office Assistant - PART TIME

Spectis Robotics is a UK-based supplier of advanced robotic and remote inspection technology. We support customers across energy, marine science, utilities, civil infrastructure, environmental monitoring, emergency services and other industrial sectors.

We work closely with clients to identify practical solutions that improve safety, increase operational efficiency and reduce the need for personnel to work in hazardous environments.

As a growing business, Spectis Robotics offers a friendly and collaborative working environment where every team member plays an important role. We value professionalism, adaptability and a willingness to learn. In return, we provide the opportunity to develop new skills, contribute to a wide range of projects and be part of a company operating at the forefront of robotics and remote technology.

If you are looking for a varied role within a dynamic and supportive team, we would like to hear from you.

JOB TITLE

Office Assistant

REPORTING TO

Managing Director

GENERAL SUMMARY

Required to undertake a wide variety of Administration, logistical & accounting tasks within a small office environment

LOCATION

Office - Bridge of Don

HOURS & PAY

Part Time - 16-20 hrs week

CONTRACT TYPE

Permanent

RESPONSIBILITIES / DUTIES

• Manage the reception area (answer telephones, greet visitors, mail receipt, package delivery)
• Raising Purchase Orders (within Sage)
• Goods Receipt of purchase orders (within Sage)
• Processing of Purchase Invoices (within Sage)
• Weekly Payment Run (payment of suppliers)
• Processing & Payment of employee expenses
• Maintain accounts payable email account
• Prepare all sales Invoices for the business (within Sage)
• Prepare & submit SOA to customers
• Monitor and control aged debtors
• Report on the status of accounts payable/ receivable and reconciliation of financial statements
• Prepare month end accounts and submission of monthly VAT return to HMRC
• Manage & update internal accounting spreadsheets
• Arrange outgoing/incoming freight shipments for the company and ensure all export/import paperwork is correct and submitted to HMRC (PVA accounting in place)
• Update stock records (within Sage) and prepare monthly stock journals
• Assist with ongoing compliance in regards to the companies IMS system. Including workplace inspections & environmental efficiency checks

PERSONAL REQUIREMENTS

• Pursue personal development of skills & knowledge necessary for the effective performance of the role
• Able to work on own and as part of a team
• Ready to undertake a variety of work scopes as they arise with the small organisation

PREFERRED EXPERIENCE / QUALIFICATIONS

• Proficient in Microsoft Office and Sage-50 Accounting software
• Good knowledge of bookkeeping procedures
• Experience in accounting or financial role
• Solid data entry skills with an ability to identify numerical errors
• Strong organizational & multi-tasking abilities

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