Equipment and Assets TRIGGERED BY LARGE PURCHASES Purpose: vehicle, machinery, or expensive equipment purchases need to be correctly identified, verified, and recorded — including how they were financed — so repayments and end-of-year depreciation track accurately. [Accounts Administrator] When an invoice looks like it could be for a vehicle, machinery, or expensive equipment, flags it for review and checks with Julie to confirm the purchase. [Accounts Administrator] Confirms how it was paid and whether finance is attached (loan, lease, hire purchase, etc.). [Accounts Administrator] Informs Accounts/Bookkeeper of the purchase and its financing details, and forwards the invoice. [Accounts/Bookkeeper] Enters it correctly according to its financing structure, for accurate repayment and depreciation tracking. Accounts Administrator The physical control point of the operation — collects, scans, prints, and hands off between suppliers, Julie, Paul, and Accounts/Bookkeeper. If it needs to be physically moved, checked, or chased, it's usually this role. ON-BOARDING Tasks & Responsibilities OVERVIEW • Answering phone calls (if no one else is available) • Purchasing stationery supplies • Scanning documents • Emailing tables and summaries to relevant people • Employee information and on-boarding • Document organisation, management and naming conventions • Contacting suppliers • Emailing Accounts/Bookkeeper for accounts-related information (e.g. credit notes, remittance copies) • Checking emails, responding and actioning accordingly • Pallet labels and sticker labels • Pallet management • Collecting receipts for credit cards and petty cash • Office equipment management If you don't know something, check previous emails or ask Kevin via Teams. Computer Programs SETUP