Accounts Assistant

Accounts Assistant

Purpose of Role

This Accounts Assistant role is a minimum 12 months maternity cover. The purpose of the role is to carry out the core responsibilities as detailed below, but also to help drive process refinement in these areas.

Person Spec & Required Skills of the Accounts Assistant:

• Proficient level of Excel, including VLOOKUP, SUMIF, IF, MATCH
• Keen attention to detail
• Flexible approach to using new IT systems
• Experience of working in an accounts department is not necessary, but would be useful 
• Able to work independently, but also create positive and productive links with other parts of the business

Desired Additional Skills of the Accounts Assistant position:

• Fluent, business level French or another language

Core Responsibilities

Booking Management

• Maintenance of booking spreadsheet “CICO”
• Receive new booking alert and copy data into the CICO spreadsheet o Receive booking amendments and enter revised data into CICO spreadsheet
• Record additional services, host compensation, guest compensation, recharges in CICO
• Taking final payments where bookings are paid in instalments (booking.com and longer stays)
• Taking security deposits and releasing them on request

Accounting Entries and Host Payments

• Create uploads on a monthly basis of CICO data
• Sales invoices for guest receipts
• Purchase invoices for host payments
• Revenue journals to recognise the value of stays taken place in the month
• Manage host payment run – gather data, gain approvals from account managers, create payments on online bank portal, make entries to Sage
• Manage interim host payment runs – gain approvals, create payments on online bank portal, make entries to Sage
• Maintain Sage records to ensure this reflects an accurate picture of what monies are owed to or by hosts

Other Duties of the Accounts Assistant

• Managing chargebacks – gathering information and submission to payment processor within tight deadlines
• Create ad hoc guest invoices for business customers in Word
• Host statements on request (summary of payments made per sage, checked to CICO)
• Manage Accounts mailbox – move AP invoices to AP folder and using follow up flags o Other ad hoc duties as required