Kay Smith

• Responsible producing and analysing monthly & ad hoc financial reports on all projects • Ensuring that projects are kept within budget and reporting to MD if not. • Responsible for reconciling bank accounts. • Inputting all purchase/sales invoices into the SAGE accounting system • Ensuring that every financial transaction is allocated to the correct project number within SAGE. • Producing various financial reports from SAGE. • Recording all Petty Cash and Credit Card transactions. • Recording all personal expenses and reimbursements. • Ensuring every project is invoiced correctly and at the right time. • Responsible for credit control. • Making sure that every supplier is paid on time/reconciling purchase statements. • Completing weekly timesheets for each employee/freelancer. • Recording employees sickness and holidays. • Ordering all materials required for each project and negotiating on price • Liaison with clients to help with the smooth running of each project and guaranteeing that all the clients requirements/special request are met. • Sending estimates to clients and making certain that revised estimates are sent when any changes are made to projects. • Keeping workshop well informed of every project and managing the project build schedules. • Organizing logistics for each project (transport, crewing, accommodation). • Managing all office systems and rectifying any faults or issues with the premises. • Organizing the servicing/ MOT’s and repairs of the Company vehicles. • Ensuring that general provisions are replenished (refreshments/cleaning supplies). • Fielding all telephone calls. • Managing the MD’s diary, arranging appointments. • Advance use of Microsoft Excel and Word. • Managing part-time Admin Assistants

• Invoicing clients and chasing payment when invoices were overdue. • Paying suppliers by cheque and telegraphic transfer • Responsible for updating the cashflow daily. • Responsible for reconciling bank accounts daily. • Inputting into the SAGE accounting system • Recording all Petty Cash transactions.

• Typing (audio and copy) of various correspondence and reports (i.e. minutes, letters to parents and Governors, information to teachers) • Transcribing confidential meetings (i.e. child protection cases) • Arranging appointments, events and booking venues • Compiling report data (i.e. exam results, questionnaire results) • Producing necessary paperwork for student exclusions • Management and administration of the new Year 7 intake annually (240 students) • Managing all student data (1,600 students) via SIMS.NET system including bespoke report runs • In-charge of daily school bulletin featuring news and information for teachers • Design and production of various booklets, leaflets and flyers for school events THE LONDON CHALLENGE • Administrator for 5 schools (3 in Greenwich and 2 in Hammersmith and Fulham) • Organising Events for teachers, learning mentors and students, from booking venues to ensuring that everything runs smoothly. • Organising school trips for students. • Minute taking, report writing, setting up agendas and typing. • Co-ordinating a diary and appointments. • Budget management. • Work Experience Administrator

• Leading a team of three Purchasing Administrators. • Issuing Purchase Orders to suppliers (mainly in the Far East). • Constant contact with suppliers (usually via e-mail or fax) to ensure that goods had been made to correct standards. • Ensuring that samples of the goods were sent to the clients for approval prior to the goods being shipped to the UK. • Issuing instructions to independent Far East companies to inspect goods at supplier’s factory on TCS’s behalf to ensure that the full quantity had been made to the correct standard. • Contact with various testing companies in the UK to ensure that goods complied to child safety/cosmetic regulations and conformed to British Standards. • Contact with freight agents to ensure the safe transit of the goods from the Far East to the UK. • Ensuring that goods arrived safely in the UK and completing all necessary paperwork to ensure they clear customs and then arranging delivery to the relevant clients by the delivery deadline. • Setting up databases in Excel for easy reference of all orders.