Job Details of Office & Finance Administrator

Who are we?

First Subsea, based in Lancaster and part of the First Tech Group, has gone through a major transition in the last five years, transitioning from oil and gas projects to offshore renewables projects where we supply a range of bespoke and patented products, such as; lifting and recovery tools, and cable protection systems. All our products are designed, assembled and tested in-house and we have recently opened a dedicated manufacturing & production facility for our cable protection systems.

As demand has grown for the products and services provided by First Subsea, the need for talented people has also grown in parallel.

First Tech Group companies include First Marine Solutions, First Integrated Solutions, First Subsea, Tusk Lifting, First Competence, North Sea Compactors, Mooring Systems based in Aberdeen, Montrose, Glasgow, Liverpool, Teesside, Hull and Lancaster, with a headcount of around 300 staff.

The Role?

Due to continued growth, we are seeking an Office / Finance Administrator to join the team on a part time, permanent basis, based in our Lancaster offices. This role is 25 hours per week, Monday to Friday.

Primarily responsible for managing the front desk / reception area and office administration, whilst assisting the Financial Controller and Finance Manager with finance related tasks, the successful candidate will hold previous experience in a similar position, be proficient in the use of Sage Accounts (or relevant Accounting software) and be proficient in the use of Microsoft Office, particularly Microsoft Excel whilst maintaining professional verbal and written communication skills for interactions with external and internal stakeholders.

Finance:

• Support the Accounts Payable and Receivable processes by ensuring timely and accurate transaction input in accordance with company procedures.
• Assist with Credit Control, including contacting customers for payment schedules and sending out statements as directed.

Reception / Office

• Oversee stock levels and raise purchase orders for office supplies, cleaning products, and stationery, ensuring distribution to the appropriate departments or buildings.
• Sort and distribute incoming mail or packages.
• Manage incoming phone calls and perform general reception duties.
• Arrange for visitors' needs, including meeting room setup, lunch and refreshments as directed.
• Assist to organise and coordinate office events or meetings as requested.
• Maintain effective communication with the external cleaning company, addressing and escalating concerns as needed.
• Provide general administrative and office support as required.
• Coordinate and manage relationships with service providers and utilities when necessary.
• Process Purchase Orders as needed to support the purchasing process.
  
• Assist with data entry, filing and document preparation tasks as requested.
• Assist to provide cover within the team as necessary.

Your Qualifications & Experience

• Previous experience in a similar position.
• Proficient in the use of Sage Accounts (or relevant accounting software).
• Proficient in the use of Microsoft Office Programmes (primarily excel & word).

You?

• Professional verbal and written communication skills for interactions with external and internal stakeholders.
• Friendly and approachable demeanour.
• Willingness to adapt to changing priorities or processes.
• Are a team player with the ability to work independently as needed.
• Have excellent organisational skills with the ability to 'think ahead' and plan accordingly.
• Good attention to detail.
• Ability to prioritise tasks and manage your time effectively.
• Trustworthy and discrete, particularly when handling financial or personal information.