Tracey Page

• 20 key accounts - Advertising & PR Agency, Joined Vbx as part of acquisition of WM Creative. Joined a larger team to integrate the two businesses and manage the day to day business administration and finances

Duties Performed

• Invoice Processing
• Accounts Receivable including Statements & collections
• Accounts Payable including BACS
• Bank Reconciliations
• Cashflow
• Maintaining records for Expenses, Holidays and Absence, company cars etc. ,
• Filing of Employee Personnel details both into Personnel GDPR files and HR Software Breathe HR. Updating relevant Employee Benefit Information
• Assisting with Business Insurance Renewals
• Filing of Contracts

Whitehouse Mainwaring Design Consulting Midlands Ltd, later re-branded as WM Creative, Design Consultancy business offering 30 years of working closely with Clients, to deliver highly effective Marketing Campaigns

This role involved working closely with General Manager, then following re-structure working closely with Managing Director. On business administration and Finances

Duties performed

• Issuing Invoices to Clients.
• Send out Statements to Clients monthly, and chase up any overdue payments accordingly
• Maintain records on Synergist, Sage, Sales Ledger and Cash flow.
• Supplier Invoices, recording and payment.
• Work closely with Managing Director daily on Cashflow,
• Reply promptly to Suppliers chasing payment, or any Invoice queries from Clients, by both email and telephone
• Maintain records for staff holidays, sickness and expenses and credit cards.
• Management of key vendors, Company Insurance and supplier contracts.
• Keep records for Company vehicles, such as Insurance, ensure correct people are on policy, keep dates of MOT's and Tax due, make sure these are carried out in timely manor, periodically check any staff driving Company vehicles driving licences, Take note of any special requirements on rental agreements, such as mileage, periodically check mileage on vehicles. (Record and file all information both paper based and on Digital filing system )
• Manage meeting room bookings, for internal and external Clients, where required arrange catering
• Worked to facilitate positive, productive working environments through reliable administrative support.
• Screened incoming phone calls and relayed detailed messages.
• Updated client records with strict attention to confidentiality, maintaining full GDPR compliance.
• Managed database to maintain updated records and accuracy.
• Mentored and trained administrative staff to complete tasks and projects.
• Photocopied and printed presentations and reports for meetings.
• Submitted timely stationery orders, researching cost-efficient suppliers to reduce spending
• Entered timesheets for External contractors onto company CRM Synergist. Raise Corresponding Purchase Order and issue to Contractor to allow Contractor to issue Invoice for work
• Ensure where applicable, Invoices from Contractors and Suppliers quoted valid Purchase order, match off purchase order against Invoice. Raise any queries promptly with relevant internal staff.

This was a newly created position created shortly before re-structure of the organisation.

Duties performed

• Recording details of Applications for Events from over 2,000 members onto the database and handing over to Finance to bank cheque
• Working closely with the Events Team to allocate tickets to members, taking into consideration any special requirements such as dietary, seating, mobility issues to give the members attending the best possible experience
• Helping with general telephone and written enquiries from members/potential members
• Maintaining Database on Guilds and Federations, adopting New Constitution, and also Guilds signing up as Company Members
• Any ad-hoc duties

Townswomen's Guilds is leading UK Women's Organisations . it also has registered charity status,

Duties Performed

• Responsible for banking of all incoming cheques, which Included, Membership Fees, Fares Pool , TG Merchandise Sales orders, Events Fees and any competition entry Fees
• Maintain Finance IT systems with all incoming and outgoing finances
• Chase for none payment of Membership Fees
• Manage Travel and Expense Claims for Delegates following National AGM Meeting (for 2,000 members) and twice yearly Central Council Meetings (for 150 delegates
• Manage Travel and Expense Claims for Board Members attending, Meetings at TGHQ and nationally
• Attend Annual General Meetings and National Council Meetings, help with Event set ups as required, help out on Sales Tables to members, taking payments by Cash, cheque and Credit card. Record on systems when back in office, bank any cash and cheques
• Chase Guilds and Federations for their Yearly receipts and payments forms, as required by Charity Commission, log details on computer systems, file accordingly
• Attend monthly Finance Meetings, take minutes, work with National Treasurer and distribute minutes to Committee members
• Supply information to required information to Charity Commission
• Help Members, with any queries on Payments/Expense claims/TG Constitution
• Bank payments and maintain database for National TG Carol Service bookings. Sent out covering letter and required programs to members

• Input payments from members and companies onto computer accounting system.

• Record and file membership details

• Reconciling the amount entered into the computer with the cheque and cash tally. Once reconciled take the cheques to the bank.

• Writing letters and filing for the Finance Officer.

• Writing out cheques for the Finance Officer.

• Assisting Finance Officer with ad-hoc duties

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• Regularly input Sales Orders onto computer system

• Issued Customer Invoices and reconciled incoming payments onto computer

• Provided switchboard and reception relief - This involved making calls for directors, and once connected with correct person, connecting call. This also involved taking incoming calls, and putting through to correct person. Welcome and book in visitors

• Typing up letters as instructed, and posting out.