Finance Assistant

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Job description

We are seeking a Finance Assistant to join our growing US team!

Please apply via the button below with your CV highlighting your relevant skills and experience. We look forward to hearing from you.

Company Overview

Charcoalblue was established in the heart of the UK theatre industry in 2004. Since then, we have carved out a reputation as the world's leading integrated Theatre, Acoustic and Experience Consultancy service. We now operate as a cohesive and collaborative team across the UK, USA, and Australia, delivering projects to every corner of the globe.

This position will require you to work in close collaboration with our Group Finance Manager and other members of the Finance team to provide much needed local support in our growing US team.

It is an exciting opportunity to be at the heart of the day-to-day business-critical finance activity, working to support all of our operations in the US, for which you will be responsible for assisting on finance-related duties day to day.

The job requires extremely high attention to detail, an excellent communication style and is varied and fast paced. You will require an ability to multi-task and prioritise accordingly.

This role is to be undertaken as a distributed working role.

Key Responsibilities

• Assist with bank reconciliation - debit/credit cards, petty cash currency accounts and control account reconciliations, plus paying in check payments to company bank branch.
• Ensure all receipts and relevant documents for staff expenses are loaded into web-based expenses software and have all necessary information for payments to be processed.
• Assist with the management of employees' starters and leavers checklists and income forms including W-2, W-4 and I-9.
• Assist with the credit control process, issue monthly statements to clients, support with requesting approvals to ensure invoices are paid on time.
• Assist with the Purchase Ledger including invoice entry and payment of suppliers.
• Run quarterly creditor checks / reports to ensure payment system is up to date and accurate.
• Engage with Insperity, our Professional Employer Organization (PEO) on financial matters as necessary.
• Assist with the Sales Ledger including invoice preparation and issuing to clients via email.
• Management and tracking of Purchase Orders for clients who require these.
• Preparing waivers of lien and arranging their notarization for clients who require these.
• Assist with the administration of chasing late payments and escalating overdue accounts.
• Ad hoc support on other accounting duties as required.
• Keeping Sage customers and suppliers accounts up to date and making sure account balances are correct.
• Assist with basic ad hoc financial queries and information for Partners, senior management and team members.
• Assist with producing quarterly management accounts reports as requested to provide data and insights to the management team.
• Support with resolving basic client queries.
• Assist with the processing of month end and escalating queries as appropriate.
• Assist with audit preparation, variation analysis and balance sheet management.
• Assist with the compilation of providing financial information to sales tenders.
• Be aware of and assist where required with the annual budgeting process.
• Assist with ensuring that finance systems and processes are up to date and effective.
• Manage the US finance department mailbox and ensure that it's kept up to date and maintained.
• Support with continual improvement within work practices as detailed through internal audits.
• Compliance in all financial procedures in line with BSI ISO:9001 standards.

The above list is not exhaustive and may be subject to alteration over time

Qualifications & Skills Required

We are open to receiving applications from candidates with a varied range of experience and education. If you meet most of the qualifications below, we encourage you to apply:

• A qualification in bookkeeping, accounting, or similar.
• 2 - 3 years' experience in a similar role.
• Experience in the majority (if not all) of the responsibilities listed above.
• High level of competence in accounting software (Sage, or similar) and Excel.
• High level of IT literacy (Microsoft Suite, Windows 10, Outlook, Adobe Acrobat) is desirable.
• Highly organized, have excellent time management skills, and be reliable.
• Work successfully on own initiative, and as part of a local & global team.
• Work with attention to detail & a high level of accuracy.
• Have excellent verbal & written communications skills, and numerate skills.
• Adept at multi-tasking & prioritizing a diverse workload, able to work calmly under pressure, and possess a flexibility & adaptability to changing business needs.
• An interest in the performing arts, events or experiential spaces is highly favorable.

Working Hours

The role is being offered on an 'at will', exempt basis at 20 hours per week, however we welcome applicants wishing to engage in up to 30 hour weeks.

As an international organisation, the needs of the business are as such that this role requires a flexibility in working hours (which can be variable from week to week) to facilitate project demands and maintain support across our global entities' varying time-zones.

Working hours patterns will be agreed with your line manager to suit your personal circumstances and the current work load.

The role is subject to a three-month probationary period.

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Location

We are currently working in a distributed model (remote working), so you will work mostly from your home or other place of your choosing. Once restrictions allow, you will be based at one of our US studios (currently established in New York and Chicago).

Salary

$52,000 - $63,000 per annum (pre-rata) depending on level of experience.

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Additional Benefits

We offer a range of benefits including IT and equipment to work comfortably and allowances to support your working from home expenses, and additional leave and schemes to support health and wellbeing. More information will be provided at the interview stage. ​

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Start Date

November - December 2021

Equality & Diversity Overview

Charcoalblue is an equal opportunities employer, actively working towards becoming an inclusive organisation. We work consistently to ensure elimination of unfair and discriminatory practices within the Partnership and encourage full contribution from its diverse community.

Our mission is to manifest an inclusive ethos by creating a diverse and inclusive working environment across our practice. Recruitment opportunities are open to all, and we are particularly keen to hear from ethnically diverse and disabled candidates, as these voices are currently underrepresented within our teams.

If you require this application in a different format or need support during the application process, please contact Sal Signorelli via email () or telephone (+1.). Equally, please contact Sal if you have any questions in relation to access, or how the role might need to respond to your personal circumstances.

The Partnership aims to provide a service that does not discriminate against its clients and customers and works to ensure all can access the services and goods supplied by the Partnership.

The Partnership believes that all employees and clients are entitled to be treated with respect and dignity.