Jenn Finlayson Email & Phone Number

Edinburgh, Scotland, United Kingdom

• Working closely with Head Office Accounts department in Hong Kong and external management accountant every month to ensure smooth end of month process is followed• Inputting all supplier invoices into Sage• Credit card reconciliation• Processing Staff Expenses • Bank Reconciliation• HR /Recruitment support for Head Office• Coordination of tenders for new business• Sole FOH & administrative function for a busy creative agency of approx 37 people (reception, utilities, generally keeping the office tidy and presentable

Edinburgh, United Kingdom

• Sole FOH & administrative function for a busy creative agency of approx 20 people (reception, utilities, generally keeping the office tidy and presentable)• Managing IT contractor and working to find solutions which are cost effective and help to future proof the current IT systems in place and overseeing major upgrade projects• Allocating client work to in-house creative team and negotiating allocation changes on a daily (sometimes hourly) basis amidst fast changing deadlines• Sourcing freelance support where brief and budget allow• Proof reading long/short copy and ensuring work from the studio follows internal approval process before going to the client• Working with external accountants to establish and streamline the Purchase Ledger processes and reduce credit card transactions in favour of credit terms for large payments• Being the main point of contact for all supplier invoices to ensure jobs are allocated to projects in real time where possible• Responsible for implementing interior design changes to update the look of the office on an ongoing and regular basis and staying within budget and deadline set by managing director

Edinburgh, United Kingdom

Creation of document control processes across multiple projectsReview and improvement of existing project documentationProgress reporting on projects for clientsEffective control of the retrieval of project documentsAssist the Project team in developing and maintaining documents such as meeting minutes, client facing information, approvals and related itemsTo become a knowledgeable in all relevant project and company document sharing platformsOrganise and maintain project documents, including storing, managing and tracking company documentsReceive and process Requests for Information, or RFIs, from clients and maintain the requests via tracking logs. Communicating document updates and procedures to team members as and when required, including creation of new documentation, retention, retrievalAssist with document audits, and perform administrative tasks as neededAssist stakeholders with queries relating to document sharing between all project entities and systemsSet up and maintain document registersOther tasks include but are not limited to:Coordination of tendersAdministrative support to Project Teams and Directors