Administrator (Book-Keeping)
Reports to: Ed Cook – VCS Financial Controller (Based in Guernsey)
Who will you be working for?
Voly is a fast growing and industry-leading SaaS business based in Cheadle Royal Business Park, Greater Manchester.
Voly provide’s unique online software for managing the finances of yachts and businesses within the music industry. As a multi-asset technology business, Voly has gone from strength to strength, winning a number of awards and prestigious clients, some of whom are the largest yacht management and music management companies in the industry. Voly’s software also incorporates a multi-currency foreign exchange (FX) solution. In addition, Pinpoint Works, a specialist software business, provides simple, effective work list and project management solution for yachting.
Job Purpose
To provide an efficient service to clients of the Voly Group. Specifically, for Voly Crew Solutions, part of the Voly Group.
Provide the day-to-day book-keeping requirements of the book-keeping core process, ensuring compliance with the requirements of the client service level agreements (SLA) and reporting any non-conformances to line managers.
Responsibilities
Provide an effective service for all clients.
Carrying out daily and monthly requirements of the client book-keeping processes, ensuring these are done accurately and on time in accordance with client SLA’s.
Provide support in the processing of all payments using the required software.
Where required, carry out daily checks of the payment schedule to make certain that all payments have been made.
Provide reports in relation to the daily and monthly processes, to include updating of relevant checklists.
Monitoring of cash balances and funds received, including returned payments, taking appropriate action as required.
Liaise with clients to ensure timely receipt of funds and payment of payroll and other liabilities.
Receiving and processing supplier invoices.
Raising and processing invoices according to standard procedures.
Liaising with the bank in respect of any issues or queries.
Reconciling bank statements.
Entering transactions into the general ledger.
Investigating client queries in relation to the above tasks.
Filing and scanning as appropriate for all of above functions.
Training of colleagues in the book-keeping element of the core process and resolving day to day issues.
Review and check payments and invoices.
Preparing correspondence as appropriate for all of above functions.
Reporting and documenting of any non-conformances to line managers, in line with the corrective action and GDPR data breach notification processes.
Compliance with Guernsey Data Protection Law (DPL), or relevant equivalent, when carrying out duties.
Any other duties as and when reasonably required.
Key Qualities
Understanding of the overall objectives all roles within the Company.
Willingness and ability to assist other departments and Companies within the Group.
Maintain accurate and confidential records.
Comply and encourage others to comply with the requirements of the management system.
Compliance with and contribution to the continuous improvement of procedures and work instructions.
Consider the risks and opportunities involved in the planning and delivery of effective processes.
Ensure that you remain aware of the relevance and importance of your activities and how they contribute to the achievement of the Company quality objectives.
Adherence to all ISO 27001 requirements.