Senior Finance and Office Manager

Description

Key Responsibilities

• Supporting the team in ensuring key operational finance and HR processes run smoothly and efficiently
• Ensuring administrative tasks are carried out smoothly and reliably
• Freeing up Ukraine leadership time to concentrate on more strategic issues
• Supporting the company’s transition from start-up to mature and professional organisation
• Promoting a ‘one company’ ethos wherever possible, looking for ways to overcome practical obstacles of geographical distance and language

• Work in collaboration with the UK finance team to keep accurate accounting records for Ukraine
• Responsible for verifying the accuracy of all invoices and payroll submissions before processing them through to payment
• Understand all relevant statutory and tax regulations in Ukraine and ensure compliance
• Manage Aptem’s Ukrainian bank account set up and ongoing relationship

• Coordinate regular office services e.g. cleaning, servicing of fire alarms, etc.
• Manage utilities contracts, ensuring we are signed up to the best available deals
• Ensure office is kept stocked with consumables (refreshments, paper products, etc.)
• Cost-effectively source required equipment, such as furniture and computers
• Manage distribution and log of office keys/security tag, including getting additional copies made (where required)
• Arrange ad hoc repairs and maintenance
• Health & Safety co-ordination with respect to fire drills, fire extinguishers, first aid kits, employee information signage, DSE/workstation assessments, etc
• Plan and organise team social events, in consultation with Ukraine leadership

• Effectively assist with our engineer sourcing strategy
• Support the recruitment of new team members in Ukraine
• Ensure new starters have completed all relevant paperwork, working with the UK Office and Administration Manager to ensure they are set up on CitrusHR and issued with login details
• Manage the background check process for new starters and maintain records
• Support in any HR meetings, including taking notes and issuing letters as required
• Support with colleague surveys and team engagement initiatives
• Research market salary data for UK technical leadership team

Skills Knowledge and Expertise

• Excellent English language skills
• Strong working knowledge of Office 365 (Outlook, SharePoint, Word, Excel, PowerPoint etc)
• Reasonable understanding of commercial contracts
• Prior practical experience of hands-on business administration
• Some project management experience would be useful

• Extremely organised, diligent and responsible individual with strong attention to detail and accuracy
• Proactive, with a proven ability to take on office and administrative issues and resolve them effectively, with limited supervision
• Ability to work to and reliably meet deadlines
• Strong, professional communication skills across all channels (face-to-face, email, telephone), with a friendly and approachable manner
• Confidence and maturity to build strong working relationships at all levels across the business and to challenge constructively when required
• Tenacious in getting issues resolved both within the business and with external providers
• A quick learner and a willingness to embrace new technologies
• A continuous improvement mindset and willingness to suggest and implement improvements on a regular basis
• Flexibility and enthusiasm to embrace a fast-moving business and an ever-changing environment

About Aptem