12/01/2022
Admin/Accounts
Are you a highly organised and experienced admin and accounts person with a passion for growing a wedding and events business?
Like us, you’ll be a real team player, friendly and committed with a ‘can do’ attitude. Well organised and dynamic, you’ll be keen to bring your experience to help shape this role and implement new working practices and structures to help improve the efficient running of our business. A trustworthy and honest individual, you’ll relish a challenge and enjoy being a key part of a small, but growing business.
Full -Time Position
This is an exciting opportunity to help shape a growing business in the weddings and events industry. Normally from 09:00 to 17:00 with half an hour break
Occasional day, night, or weekend shift work when there is an event.
Hour Weddings & Events. A little bit about us
We are a close-knit group of people that love to create wonderful and exciting events. Our company is the leading wedding and event organiser in Gibraltar. We are innovative and strive to constantly improve our services, in a timely manner and with flair!
Personality and Skills
You’ll need to have a great attitude, good customer service manners, and excellent time management and delegation abilities, combined with a broad range of skills to ensure our weddings and events are maintained to a high standard.
Duties and tasks will include:
A) FINANCIAL / COMMERCIAL TASKS
Ensuring invoices are sent out in a timely manner;
Negotiate prices with new and current suppliers and update the system;
Accounts Reconciliation – reconciling payments and costs
P&L and cash flow regular forecasts (e.g. monthly) utilising QuickBooks for automation and more real-time accurate reporting.
Reporting for payment runs - scheduling payment of amounts due
Co-ordinating timesheets, expenses, mileage, overtime for payroll
Implementing accounting systems or processes to improve cost management, revenue reporting, and drive efficiencies
Basic Contract Administration - submitting payment applications or invoices in contractually specific ways (i.e. if standard email or postal invoicing is not an accepted form of payment application)
Updating insurances - updating clients annually to avoid payment delays
Accounts Payable - paying suppliers and/or subcontractors (or certainly logging amounts due and notifying payment due to directors to ensure payments don’t slip and damage our reputation as a “good payer”)
B) OFFICE MANAGEMENT TASKS
Manage purchase and maintenance of office equipment, facilities & services
Manage rota, transportation, frontier crossing, purchases.
Employees Holiday leave, sick leave;
Contracts for new employees;
HR – support for hiring, contracts, and documentation checks
Maintain legal requirements by Gibraltar authorities.
Organise the company's systems, databases, and procedures, and policies to ensure they are fit for purpose.
Handle incoming / outgoing emails and answer phone calls.
Monitor stock levels of refreshments and replenish as necessary in the office.
E) GENERAL
Business (staff) entertainment / socials planning & support.
Business (customer) entertainment planning & support.
Marketing event planning & support.
Ad hoc requests for the director.
Ideally
You are bilingual in English and Spanish (this is essential)
Have 3+ years of experience in an events-related business;
Have excellent knowledge of Google products, Google sheets in particular;
Have experience using a wide range of remote working systems such as Skype, Google Hangouts, HubSpot & Asana;
Should be open to changes as we are constantly changing and improving our way of working.
Have a good understanding of events-related processes
Are an excellent time manager and multi-tasker
Will be available to take phone calls through working hours and occasionally work extended hours
Managing your time and tasks: you’re an organised multi-tasker, you plan & schedule activities, and ensure that tasks are finished by scheduled dates.
Handling pressure: you respond quickly and diligently, you react to ever-changing projects, and you keep your cool when the curveballs fly in.
Motivating & driving yourself: you are prompt & dependable, you take ownership of your time and workload, you are hungry to succeed and progress.
Connecting with people: you’re respected by your colleagues and clients, you proactively communicate with key people, and you inspire others around you.
Thinking on your feet: you like learning new things, and you can learn quickly. You’re open to new technology and when things change, you use your initiative to adapt.
What We Offer
A fun, exciting, and dynamic environment; the flexibility and opportunity that come with a small and growing company.
Location
Our office is centrally in Gibraltar, but you might have to occasionally work on-site in and around Gibraltar or Spain.
Hours
Normally from 09:00 to 17:00 with half an hour break
Occasional day, night, or weekend shift work when there is an event that requires.
