Vivien Smith
Leeds,West Yorkshire
Summary
20 years' experience in Accounts and Office Management in various sectors, including Property Management, Facilities Management, Construction and the motor industry.
Seasoned Supervisor skilled in team leadership and operational improvements. Excel at boosting team morale and productivity through clear communication and positive reinforcement. Successfully implemented process changes that streamlined workflow and enhanced customer satisfaction.
Extensive experience of using a wide variety of software packages including Yardi Voyager, Yardi Elevate Suite, Coins, Sage 50 and Pegasus, as well as in-house packages.
Responsible for training new staff and implementing new IT systems for 15+ years.
Overview
21
21
years of professional experience
Work history
Accounts Payable & Treasury Supervisor
Eddisons Commercial Ltd
Leeds
02.2021 - Current
- Yardi Voyager Administrator
- Maintain the system and act as point of contact between company and Yardi for cases to be raised
- Set up new tokens if needed, and use to create documents
- Setting up new users in Voyager and Yardi One
- Yardi Voyager Trainer
- Project Co-Ordinated the implementation of Yardi Elevate Suite working closely with the Yardi Team for 2 years
- Creating help cards for users
- Improved team efficiency by implementing new practices.
- Ensured smooth operations with regular maintenance checks.
- Manage 2 departments
Office Manager
GMI Energy/KNG Building Services Ltd
Leeds
09.2017 - 02.2021
- In my current role as Office Manager, I manage an office of 12 mechanical and electrical engineering specialists
- I am responsible for all ledgers
- I deal with the purchase and subcontract ledgers, raise applications for payment, and all inputting and payments
- I raise all Sales Ledger Invoices and applications, and chase payments where necessary
- I implement and process the payroll and VAT returns and support the monthly management accounts
- I am responsible for the IT in the office, providing essential everyday support for our IT Team and the implementation of new systems
- This includes everything from procuring new hardware/software, setting up new equipment, training staff on the new systems, supporting staff with IT queries, and switching IT and VOIP phone providers
- When GMI Energy was bought out by KNG Building Services Ltd, I was responsible for the office rebranding, including new logos, email signatures, business cards, updating website material, transferring phone lines and creating headed office stationery
- When the new system was implemented, I designed all the documents used by the new system, such as applications, CIS Statements, remittance advices etc
- I am First Aid qualified and Fire Marshall qualified.
Office Manager
Protech Roofing Ltd
Leeds
07.2017 - 09.2017
- My main duties and responsibilities included the following: Office Management; Placing orders; Answering phones; Managing project costs.
Accounts Supervisor
Persimmon Homes
Leeds
09.2009 - 07.2017
- In the 8 years I was with the company I progressed from Accounts Assistant to Accounts Supervisor
- My main duties and responsibilities included the following: Processing weekly wages; Full control of the subcontract ledger including invoice approval, invoice queries and large volume processing (approx 2500+ per month); Supporting the purchase ledger, especially all legal, council and utility invoices
- Preparation of the monthly CIS return for submission to HMRC including verifications of new contractors; Processing all payments including cheques, BACS and CHAPS; Raising annual ground rent invoices and chasing outstanding balances; Managing the finance team; Liaising with the Directors for queries; Assisting with the bi-monthly accounts as necessary; IT support for the Head Office IT Team in our office
- If anything went wrong with a computer server, network etc, I was the key contact to fix the problem before it was escalated to the Head Office IT Team
- I was part of the group training team for a new system role out
- I helped develop and trial the new system, looking for system errors, glitches, and anything that stopped it functioning to the best ability of the finance team
- After the system was approved and found competent, I became part of the regional training team
- As it was rolled out to other regional offices, I went as part of the training team to teach the accounts departments how to use the new system, and was also available for after care support once they have been trained.
Accounts Assistant
Operon
Leeds
01.2009 - 09.2009
- Operon was a Facilities Management company that I was originally placed at as a temp to try to sort out their accounts
- In the first 2 weeks I located an over payment of nearly £20K, as a result of which, I was employed on a permanent basis to manage the accounts, which led to managing a large proportion of them myself
- My main duties and responsibilities included the following: Looking into problem accounts; Allocation of large amounts of unallocated cash; Query resolution; Invoice processing; Staff expenses - checking and payments.
Accounts Manager
Pads UK
Leeds
01.2008 - 11.2008
- Pads UK was a Student Letting Agency close to the University of Leeds and Leeds Beckett University
- Pads UK let houses to both students and professionals on behalf of landlords
- I was transferred to Pads UK when it changed ownership
- It was originally owned by two people, one of whom also owned Morris Properties
- When one partner bought the other out, a condition of the sale was a request for me to go to Pads UK to be their Accounts Manager
- My main duties and responsibilities included the following: Signing students onto joint tenancies; Raising rent invoices; Chasing rent arrears; Processing all supplier & contractor invoices.
Accounts Assistant
Morris Properties
Leeds
11.2007 - 01.2008
- I worked as an Accounts Assistant for Morris Properties, a company that purchased properties and converted them into student housing around the Leeds Universities area
- My main duties and responsibilities included: Verifying labourers with HMRC and setting them up on Sage 50; Approval of labourers invoices and inputting for payment; Processing BACS payments; Approval of purchase ledger invoices and query resolution; Dealing with all council tax queries; Dealing with all legal queries alongside the in-house solicitor.
Accounts Assistant
The Mansion Group
Leeds
08.2007 - 11.2007
- The Mansion Group was a company that was set up to purchase Morris Properties from its owner
- My role within this company was to make an exact copy of Morris Properties accounts so we had a complete set for when the sale went through
- Ultimately, The Mansion Group decided they would be unable to compete with Morris Properties in Leeds and relocated to Manchester
- It was at this point that Morris Properties asked me if I would stay on and transfer to their payroll to take over their purchase ledger role, which as I was unable to relocate to Manchester due to family commitment I agreed to do.
Accounts Assistant
Shepley Engineers Ltd/VHE Construction
Leeds
01.2006 - 08.2007
- I worked as an Accounts Assistant at Shepley Engineers, a construction company who were involved in projects such as the renovation of the glass Kew Gardens
- Main duties and responsibilities included: Processing and coding all invoices; Uploading them to the online system for approval by QS's; Invoice approval on the main accounting system; BACS payments; Cheque payments; CIS verification; CIS voucher issuing (pre-2007), after 2007 HMRC made everything computerised; Developing the online invoice approval system
- While working for Shepley Engineers, I was on the payroll for VHE Construction and provided support to their finance team
- The group bought and merged with another company
- I was responsible for the transition from the new system to the existing system, transferring data, setting up new accounts and implementing new IT systems.
Trainee Purchase Ledger Clerk/Switch Board Operator
Reg Vardy Ltd
Leeds
04.2004 - 01.2006
- After relocating and having my son, I returned to work at Reg Vardy as a Switchboard Operator
- I soon undertook training for, and progressed to, the role of Purchase Ledger Clerk
- My main duties and responsibilities included the following; Invoice query and resolution; Inputting invoices and credits; Obtaining invoice approval; Bank statement reconciliation.
Education
BTEC National Diploma in Applied Sciences - Science
Keighley College
Keighley, BradfordRSA Word processing qualification with medical word processing - undefined
Keighley College
5 GCSEs Grade C - undefined
Greenhead Grammar School
Skills
- Attention to detail
- Work well under pressure
- Teamwork and collaboration
- In-Depth CIS knowledge
- Yardi SME
- Change implementation
- Staff management
- Technical proficiency
- Product knowledge
References
References available upon request.
Timeline
Accounts Payable & Treasury Supervisor
Eddisons Commercial Ltd
02.2021 - Current
Office Manager
GMI Energy/KNG Building Services Ltd
09.2017 - 02.2021
Office Manager
Protech Roofing Ltd
07.2017 - 09.2017
Accounts Supervisor
Persimmon Homes
09.2009 - 07.2017
Accounts Assistant
Operon
01.2009 - 09.2009
Accounts Manager
Pads UK
01.2008 - 11.2008
Accounts Assistant
Morris Properties
11.2007 - 01.2008
Accounts Assistant
The Mansion Group
08.2007 - 11.2007
Accounts Assistant
Shepley Engineers Ltd/VHE Construction
01.2006 - 08.2007
Trainee Purchase Ledger Clerk/Switch Board Operator
Reg Vardy Ltd
04.2004 - 01.2006
RSA Word processing qualification with medical word processing - undefined
Keighley College
5 GCSEs Grade C - undefined
Greenhead Grammar School
BTEC National Diploma in Applied Sciences - Science
Keighley College
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