Accounts and Admin Assistant bei Regency Shipping Ltd

Join Us as Accounts & Admin Assistant!

This isn’t just another job - it’s a career where you’re respected, supported, and given the opportunity to grow. 

When you treat people right, they stay. That’s why we offer private health cover*, wellbeing support, and annual leave that increases the longer you’re with us.

Add in competitive pay, pension*, plus smart perks like cycle-to-work* and electric car* schemes, and it’s easy to see why our team stands apart. 

*subject to length of service & eligibility

The role is based on 37.5 hours per week, Monday to Friday.

Main Purpose of Job:
This is a hybrid role whereby the rough split is 70% Accounts and 30% Administration assistance for Fairlea Online.

For the accounts part of the role you will be required to process all purchase invoices for Fairlea Online, ensuring the costs are correctly coded and comply with internal and external processes.

As the Admin assistant you will be supporting our security department with the smooth running of the department whilst working with our production system to ensure compliance with NSI standards.

Main Responsibilities:
Purchase

• Docuware – Indexing, Authorising, Posting to Xero
• Soldo – Categorise purchases and transfer to Xero
• Download invoices from some Suppliers Web Accounts
• Maintain Drafts list in Xero and chase repeat invoices missing from the list

Sales

• Approve sales invoices raised (in SimPro) and transferred to Xero
• Apply Credit notes to Sales invoices
• Produce and Send Re-charge invoices
• Reconcile Remittance advices from Customers

Credit Control

• Reconcile Accounts receivable in Xero with SimPro Report.
• Send Statements
• Produce and send Overdue Payment notices
• Call customers to notify them of overdue payments
• Record any customer queries and respond or forward for further information

Other

• Reconcile bank statements and credit card accounts
• Process Quarterly VAT returns
• Monitor cashflow
• Complete and update monthly schedules
• Process monthly stock adjustments from SimPro reports
• Update the Asset Register and run monthly depreciation
• Schedule periodic payments and process when due
• Prepare Year End work with the Management Accountant

Customer Service & Communication

• Answer incoming calls and emails from customers promptly and professionally
• Log and pass customer queries or job details to engineers as required
• Provide updates and follow-ups to clients regarding ongoing and completed jobs

Maintenance Scheduling & Coordination

• Send out monthly maintenance checks and reminders to customers
• Book in maintenance visits, emergency callouts, and non-maintenance jobs
• Manage and update engineer schedules to ensure efficient job allocation
• Follow up on jobs and arrange re-bookings when necessary

Administrative Duties

• Take customer payments over the phone for contracts and callouts
• Set up new customer contracts, assets, and recurring invoices
• Renew and update existing contracts as required
• Scan and file job sheets and other relevant documentation

Skills and Experience Required

• Experience using XERO is desirable but not essential, training will be provided
• Excellent customer service and communication skills (phone and email)
• Strong organisational and multitasking abilities
• Proficient in Microsoft Office (Word, Excel, Outlook)
• Confident using computer systems and databases
• Previous experience in an office-based role preferred
• Ability to work effectively in a busy environment and as part of a team

Pre-Employment Checks:

Due to the secure nature of this role, all candidates must undergo:

Basic DBS (criminal record) check
5-year employment reference check (with all gaps accounted for)

A BS7858 check

Recruitment process:

Screening call with HR
Face to Face interview
Offer (Subject to compliance checks)
*no agency contact please*

Location: Sunbury

We care about our employees so here is what we have to offer to support you!

Competitive Salary
28 days per annum (including 8 national holidays)
Annual leave days increase with longevity
Private Health Insurance - (subject to length of service).
Medical Cash Back scheme – Health Shield (subject to length of service)
Employee Assistance Programme 
Additional discretionary leave given over Christmas period
Salary Sacrifice Pension Scheme (subject to eligibility)
Cycle To Work Scheme – administered through ‘Green Commute Initiative’ (subject to qualifying criteria)
Electric Car Scheme – administered through ‘The Electric Car Scheme’ (subject to qualifying criteria)
Free parking (First come first served)