Fashion-Enter Ltd
Job Title: Accounts and Finance Manager Reporting to: Jenny Holloway (CEO)
You will be based at our office at The Factory, Unit 14 Crusader Industrial Estate, 167 Hermitage Road, Haringey, London N4 1LZ.
You will be required to identify, formulate and in particular deliver a strategy for the company in conjunction with the CEO and the Directors. There may also be requirements for engagement with other Fashion-Enter personnel such as the departmental managers.
You will be required to provide a supporting managerial role to the CEO, Directors and Department Managers.
You are also to be involved with client liaison with particular emphasis on Haringey Council, educational institutions, designers, retailers, e-tailers and any nominated member of staff at these companies.
To be responsible for:
1) For all financial accounting matters within Fashion-Enter Ltd’s departments both manually, on Sage, with Excel spreadsheets and all other related recording and monitoring procedures.
2) Invoice creation and control for all sub-sections of the company.
3) Ensure the efficient control of costs to maximise margin for the entire company.
4) To create and collate the weekly sales, cash flow, invoices and investigate audits when they are appropriate for all departments of the company.
5) Creation of administration systems for processing accounts.
6) Ensure that payments for all invoices in and out are correct and ensure that all the departments adhere to the rule whereby clients pay before orders are taken off the premises at The Factory, Fashion Studio or FTA.
7) Creation of a database of clients and customers
8) Undertake credit control with clients and review each week. Maintain Excel spreadsheets of clients’ invoices and debit control. This function should also be used with The Factory, Fashion Studio and FTA, however it should be stressed that Accounts has overall responsibility for chasing debts.
9) Maintaining all accounts email and verbal communication between clients and staff.
10) Reconcile all bank statements and where problems persist to rectify seeking advice from the Director and if applicable department managers.
11) Create statements using accounting software and ensure these are sent out to debtors monthly.
12) To liaise with our bank, clients and utilities for all financial matters and queries regarding bills.
13) Set up direct debits where applicable.
14) To produce and update cash flow statements.
15) To contribute to financial analysis with Director of departmental figures.
16) Department figures must be updated weekly to ensure that all finance information is accurate so correct business decisions can be made.
17) Liaise with clients and chasing payment of invoices – where prompt settlement discounts are taken by clients, you will be responsible for chasing the payment if time scales so dictate.
18) Liaison with all appropriate Fashion Enter staff including all Directors and department managers.
19) To ensure that invoices are correctly raised to both clients and designers having regard for additional costs such as transport, trims and production.
20) Creation of a sales ledger whereby sales are recorded each week.
21) Undertake Payroll and all associated paperwork and statutory requirements including the processing of staff monthly Payslips, annual P60’s and leavers P45’s.
22) Undertake VAT payments, on time, without incurring charges and all associated statutory requirements.
23) Reconcile expenses for Director.
24) Justify expenses sheets submitted by staff.
25) To create a PO system for internal orders raised by Fashion Enter Ltd staff and personnel.
26) Negotiate prompt settlement discounts where appropriate.
27) Accurately subdivide costs into department heads such as telephone bills and stationary.
28) Work in a team environment to ensure the successful delivery of company orders, aims and objectives.
29) Engage with order processing and transport requirements as specified by the Factory and Fashion Studio.
30) Process the payroll data provided by the HR Officer including staff invoices, hours completed confirmed via the Clocking Report and the Payroll spreadsheet.
31) Collate Leave of absence forms when staff are off sick or request holiday entitlement and reconcile payroll accordingly.
32) Ensure that all communications with funders and clients is correct and undertake absorption costings where required. Submit formal reports with the Director where required.
33) Collaborate with HR Officer to ensure that all purchases made for the company are done so at the best price available. Monitor all delivery notes to ensure that the correct delivery of orders processed.
34) To communicate effectively with all associated funders, clients, programme managers etc.
35) Promote the company and its departments whenever possible to outside establishments.
36) To ensure that all hardware is in correct working order, guarantees maintained and all precautions are reviewed prior to any workshop to ensure its successful delivery.
37) Maintain stationary, filing and office administration for accounts. 38) To coordinate Post Event Analysis Sheets and reconcile accordingly.
39) Ensure the authenticity of the members v non-members when they arrive at the Factory. Membership status must be checked before work commences.
40) To hold regular Monday morning meetings with the CEO, Directors and any other appropriate personnel.
41) Organise files and information ready for any assessment or review meeting that may take place with any and all clients or stationary body.
42) Attend any event that is deemed important for the company such as launch parties etc.
43) Attend educational or output meetings relating to finance as confirmed by the CEO.
44) Maintaining the cleanliness of your working area and kitchen area when used.
45) Work in association with the Directors and CEO in the creation of bids for additional funding streams.
46) Any additional duties/tasks as directed by the CEO or Directors.
47) Work directly with The Factory and The Fashion Studio to ensure efficient use of resources and communication runs smoothly between all sites.
48) There may be times when you will be required to work outside of normal office hours to attend events and carry out meetings.