POSITION DESCRIPTION. Accounts Administrator / Receptionist

Transcription

1 POSITION DESCRIPTION Accounts Administrator / Receptionist September

2 Context Lincoln Agritech Limited (LAL) is a multidisciplinary research and development company owned by Lincoln University, but with independent mandate and Board. The company has a long track record of delivering leading-edge innovative science and engineering knowledge and technologies into environmental, primary production and processing, and new materials applications. LAL employs around 48 staff, including scientists, research engineers and software developers. It has two offices, one on the Lincoln University campus and another on the Ruakura Research Campus in Hamilton. LAL has five complementary areas of expertise supporting agriculture, industry and the environment these being: Sensing Technology Solutions: LAL develops smart sensing technologies utilising microwave sensing, machine vision and biosensors designed to measure and manage processes that reduce costs, introduce new revenue opportunities, and improve decision making; Groundwater Processes: Supplying tools/models that enable regional and central government, as well as water users, to effectively manage groundwater quality, nitrogen impacts and water allocation to enable a sustainable future for New Zealand s water resource; Precision Agriculture Technology: participates in securing research and managing/executing precision agriculture projects to enable efficient agricultural and horticultural production systems for the farming sector, commercial companies, industry bodies and central and local government agencies, nationally and internationally; New Materials: research and development leading to new uses and functional surfaces and materials for bio-derived and manufactured raw materials; Software Consulting and IRRICAD: developing software tools for a range of applications to deliver decision-making and visualisations from complex data. LAL developed IRRICAD, a world leading computer software system, for professional and accurate designing of pressurised irrigation systems. LAL delivers research and development contracts to both the private sector and through research funding by the Government, primarily through contracts awarded through the Ministry of Business Innovation and Employment (MBIE) contestable process, but also through the Ministry for Primary Industries and the Royal Society of New Zealand. LAL is a 100% subsidiary of Lincoln University and are based on campus at Lincoln University, 20 km west of Christchurch, New Zealand. The North Island office is located on the Ruakura Research Campus in Hamilton, New Zealand. Job Purpose Reporting to the Finance Manager with day to day technical guidance provided by the Administration Manager this position is responsible for general receptionist duties and accounts administration support, ensuring high levels of client services at all times. 2

3 Key Accountabilities Accounting Administration Payroll & Staff Expenses Reception Duties Electronic processing of creditor invoices matching to purchase order details, sending for authorization within stipulated financial delegations, batch for processing in the accounting system, generate payments to suppliers using electronic banking facility Prepare invoices to send to clients, receive payments and allocate against invoices, batch receipts and enter data into accounting systems Reconcile statements on a monthly basis and notify Finance Manager and Group Managers of overdue accounts requiring follow up and document actions taken Process journals in BST for depreciation, inventory, rentals, software support and maintenance and enter into accounting system Assist the Administration Manager reconcile various general accounts Monitor bank accounts on a daily basis, transfer funds and reconcile accounts to GL as required Administer petty cash facility Process invoices for Irricad sales Process vehicle charges monthly Process annual leave forms Process staff expense claims Report monthly to staff with annual leave balances and Managers with group staff leave balances Monitor absenteeism Casual timesheets: review, photocopy and forward to payroll fortnightly Greet all visitors approaching the reception counter in a friendly, professional and efficient manner identify who they are to meet with and notify that employee Ensure that all visitors sign in Handle incoming general enquiries (telephone and visitors) and direct them to the appropriate person Monitor, distribute and maintain all incoming correspondence Monitor, order and distribute stationery, photocopier and cafe supplies Assist staff with meeting room & vehicle scheduling as required Deal with company vehicles, building maintenance or housekeeping issues as they arise Ensure that catering requirements for meetings are ordered and tracked and that catering is delivered to the meeting (excludes Board meetings and those organised by the CEO s PA). Reconcile catering invoices. Follow up as necessary with LU staff to remove dirty catering items once meetings are finished, or remove to LAL café if LU staff are not able to 3

4 remove in a timely manner. Check meeting rooms prior to important meetings when notified to ensure they are neat and tidy, otherwise just do a casual check when walking past. All staff should leave rooms in a tidy state but to assist staff if requested to prepare a meeting room. Travel Arrangements Arrange all domestic and trans-tasman travel and accommodations bookings for all staff (excluding CEO, Group Manager LT, Group Manager IT and Group Manager Marketing/Business Development ) Note: All International travel (excluding trans-tasman)is done by the PA to CEO New staff Ensure new staff get car parking stickers, door name plates, door fobs. Personal Assistant Duties Health & Safety Other Duties In absence of, or as back-up to, the Personal Assistant: Arrange CEO and Group Manager travel requirements, and international travel requirements for all staff. Manage incoming communications Provide general ad-hoc support Ensure compliance with the Health and Safety Policy Statement and Management System at all times Building Warden for Lincoln Agritech Lincoln office, ensuring subwardens have met their obligations and emergency procedures are adhered too Take no action or inaction that may cause harm in the workplace Take no unreasonable risks Report all workplace accidents, incidents, near misses and any potential workplace hazards Follow safe methods and use safety equipment Ensure café is kept clean and tidy Monitor vehicle WOF, RUC and service requirements ensuring renewals are arranged in a timely manner Perform other reasonable duties as agreed from time to time as requested by managers Assist with financial management aspects of project management systems utilised by the Company. Key Relationships / Customers Internal Finance Manager Nature of Relationship Reporting Manager 4

5 Administration Manager Admin Team Lincoln Agritech employees External Clients and Visitors Lincoln University Bank Travel Agents & Suppliers Day to day management and technical guidance Provide support and work collaboratively as peers Provide information as required. Work collaboratively Nature of Relationship First point of contact, deliver high levels of service Liaise with and provide information as required Provide information as required Liaise with and provide information as required Organisational Chart Finance Manager Administration Manager Accounting Administrator / Receptionist Qualification / Experience Essential Desirable Knowledge of accounting management systems Experience in a similar role Sound Microsoft Office skills e.g. Excel, Word and Outlook Knowledge of scientific terminology Key Competencies Interpersonal Skills Socially capable - interacts confidently, reads the situation. Empathetic and can evaluate likely reactions. Ensure the client s needs are always being met 5

6 Attention to Detail Completing Tasks Oral and Written Communication Organisation Values Able to 'zoom in' to detail quickly and accurately. Checks information, picks up inconsistencies and mistakes. Can make detailed comparisons between similar sources Responds effectively to clear direction, follows set procedures. Solves immediate problems, escalating where appropriate. Sees individual tasks through to completion Uses grammar, vocabulary and style to describe situations, ideas, instructions etc. Structures communication logically. Listens, responds to prompts, summarises Demonstrates organisations values consistently, showing personal commitment. Exhibits behaviour that inspires understanding of, and commitment to the organisation values Delegations of Authority To be determined For more information please contact Lieza Spang or phone Applications including a Cover Letter, CV and completed application form can be ed to Yvonne de Vries yvonne.devries@lincolnagritech.co.nz Applications close midday on Friday 15 th September