About the opportunity

CES is a consultancy specialising in the inspection and repair of buildings, civil structures and services affected by corrosion. We are looking for an organised, approachable and confident person to support the day-to-day running of our business. This is a varied role within a small team, with room to take initiative, improve how things are organised and learn new skills.

The work combines everyday financial record-keeping, general administration and managing company forms and renewals. You do not need to be a qualified bookkeeper or compliance specialist. We have external accountants and technical staff to advise on specialist matters. We want someone who can understand requests, find the right information, ask sensible questions and follow tasks through.

What you will do

• Keep day-to-day financial records up to date using Xero (our accounting software): invoices, expenses, payments received, bank reconciliations and reminders for overdue invoices and VAT returns.
• Prepare lists of supplier payments for a director to approve; provide information to our accountants and a simple hours-and-rates spreadsheet for payroll, including out of pocket expenses.
• Complete client questionnaires and supplier approval forms (often called PQQs) on systems such as CHAS and SafeContractor. This will involve asking colleagues for the information or documents needed and uploading the answers to web portal.
• Keep certificates, supporting documents and renewal dates organised, and follow up missing or out-of-date information.
• Help collecting and maintaining staff records, training bookings/renewals and new starter/leaver paperwork using templates and processes we provide and procurement of PPE.
• Help administer insurance renewals, company memberships, subscriptions and other recurring tasks.
• Organise staff travel and accommodation.
• Deal with suppliers, prepare correspondence and support the directors.
• Keep track of deadlines, notice what is missing and follow up with the right person before things become urgent.

What we are looking for

• Experience with office administration and financial records, or a clear ability to learn these.Prior experience of Xero accounting software or a bookkeeping qualification is welcome but not essential.
• Good general computer skills, particularly Microsoft Excel, Outlook and Word; confidence learning new software and online portals.
• Care with figures and documents, discretion with confidential information and the ability to juggle deadlines.
• An organised, helpful approach: you take initiative, ask when unsure and communicate clearly.
• Any experience of Xero, bookkeeping, supplier questionnaires, CHAS or SafeContractor is an advantage, but we can explain our systems and procedures.

The scope of the role

This is an administration role, not a compliance-manager or finance-manager post. You will not be expected to write policies or decide technical answers. Our engineers, directors and accountants provide specialist input; your job is to organise, check, submit and follow up.

What we offer

• Salary of £28,000–£36,000 per year, depending on experience.
• 25 days paid holiday, with additional unpaid leave by agreement.
• Flexible start and finish times, subject to business requirements.
• Private medical insurance and a workplace pension.
• Mainly office-based in Tring, with hybrid or occasional home working available following initial induction and by agreement.
• Practical training in Xero and our established financial and administrative processes.
• Support for relevant development, including AAT qualifications if appropriate, introductory training on CHAS, SafeContractor and other supplier approval systems.
• A friendly small-team environment in which your work has a visible impact.
• Involvement in landmark projects such as the Forth Road Bridge, HMS Belfast, Battersea Power Station and the Temperate House at Kew Gardens.