Accounts Assistant

Role Purpose:

• Reporting to the Head of Finance, the Accounts Assistant supports the day-to-day running of Enshore’s finance and business administration function, ensuring transactions are processed accurately and on time, ledgers and records are kept up to date, and the finance team is supported through month-end, payroll and reporting cycles.
• The role also acts as the company’s Caiman Super User, taking ownership of the accuracy of employee records and timesheets held within the platform so that project and financial reporting across the business is reliable.

Key Areas of Responsibility

• Purchase ledger and supplier management
• Sales ledger, invoicing and credit control
• Bank, cash and petty cash control
• Month-end support, journals and financial reporting
• Payroll and contractor pay preparation
• Caiman Super User: system administration and data accuracy
• Timesheet administration and compliance
• Maintaining accurate records within the finance system

Key Tasks:

Finance and Accounts

• Processing bank transactions within the accounting software and completing daily bank reconciliations
• Supply chain administration: raising purchase orders (POs), matching purchase invoices to goods received notes (GRNs) and POs, posting supplier invoices, reconciling supplier statements, preparing supplier payments and liaising with suppliers where necessary
• Raising sales invoices for approval, issuing them to customers, allocating customer receipts and following credit control procedures where necessary
• Setting up and maintaining supplier and customer records within the accounting software
• Posting journals onto the accounting software (e.g. wages, accruals, depreciation and prepayments)
• Assisting with the month-end close process
• Analysing financial data and carrying out data checks and reconciliations to support the finance team
• Analysis of timesheet records and expenses, data entry, and processing starters and leavers
• Controlling and processing contractor pay
• Assisting with the preparation of statistical data for weekly, monthly and annual reports, and group reports, in relation to the finance function
• Maintaining organised electronic records and filing systems

Caiman Super User 

• Acting as the main internal Super User for Caiman, taking ownership of its day-to-day administration and maintenance
• Setting up new starters within Caiman and removing or deactivating leavers promptly and accurately
• Updating employee information where changes are required, including employment, project and reporting details
• Carrying out regular checks of information held within Caiman to identify and correct any inaccuracies
• Supporting employees and managers with general Caiman queries and providing guidance on using the platform
• Identifying recurring system or process issues and raising these with the appropriate internal contact or system provider

Timesheet Administration

• Completing weekly checks of employee timesheets to ensure they have been submitted accurately and on time
• Following up missing or incomplete timesheets with employees, and chasing managers where approvals remain outstanding
• Working with managers and employees to resolve any timesheet discrepancies
• Maintaining records of outstanding timesheets and approvals, and reporting any recurring issues

General

• Working in line with Enshore’s policies and procedures, including HSEQ, data protection and confidentiality requirements
• Other ad-hoc duties as reasonably required from time to time

Key Measurables

• Purchase ledger accurately maintained and up to date
• Accurate and timely completion of key tasks
• Supplier payments processed in line with agreed payment terms and payment runs
• Bank reconciliations completed daily
• All period-related expenses posted within the relevant period, or accrued where necessary
• Month-end deadlines met
• Customer receipts allocated to the correct customer account, with overdue balances chased on a monthly basis
• Employee records in Caiman accurate and up to date, with starters, leavers and changes processed promptly
• Timesheets submitted and approved within weekly deadlines, with outstanding items followed up

Key Behaviours

• Good organisational skills
• Excellent written and verbal communication skills
• Enthusiastic and self-motivated, able to work independently and use initiative
• High attention to detail and accuracy
• Works well as part of a team
• Able to plan and prioritise workload and meet recurring weekly and monthly deadlines
• Approachable and confident communicating with employees and managers at all levels
• Comfortable following up and chasing outstanding information when required
• Handles confidential financial, payroll and employee information with discretion
• Professional approach when dealing with colleagues, suppliers and customers