Job Ref: 215567309

Date: 2022-01-14 12:14:11

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Overall objective:

To accurately maintain the administration of purchase and sales ledger accounts and Purchase Orders for the Group to ensure the financial performance of the business can be determined on a regular basis

Reporting to:

The position of Accounts Assistant reports to the Financial Controller

Key duties and responsibilities:

To match, code and process all purchase invoices with purchase orders and other supporting documentation as required and post onto accounting package on daily basis. To ensure appropriate sign off authorisation is obtained and ensure these are within set company timescales.
To investigate and resolve supplier account queries without undue delay. To liaise with suppliers by telephone or written communication to ensure payments are made in accordance with cashflow forecast and supplier credit terms.
Ensure all invoices passed for payment are accurate and fully authorised.
To deal with supplier telephone and email enquiries.
To update cashbooks on daily basis and update Sage.
To prepare supplier payments via cheque or BACS using online banking system and post remittance for all payments.
To update accounting system on daily basis payments made for direct debits, standing orders and other ad hoc payments.
To agree purchase ledger invoices with supplier statements.
To assist in the preparation of weekly cashflow forecast by providing information to the Finance Controller, or designate, on payments to be made to suppliers in coming weeks.
Update daily, using the company accounting spreadsheets, and inform Finance Controller of movement in bank accounts and cheques/payments that have been posted to suppliers.
Regular review and control and reconciliation of the Aged Creditors Reports.
To provide weekly list of outstanding queried invoices and present to Financial Controller and Directors with resolution.
To achieve month end deadlines.
To assist with credit control function by collecting outstanding debts and provide status of any outstanding debt. To follow the company’s credit control chase procedure.
To process payments received and ensure cheques are paid into the bank.
Allocate cash receipts to sales ledger on daily basis.
To resolve customer queries relating to invoicing/outstanding debt.
To prepare and submit as necessary County court paperwork and ensure approval is sought in line with company procedure.
To ensure any subsequent further action as may be required following Judgements made by the County Court to enforce actions to recover debts.
To process credit notes when necessary ensuring all relevant paperwork is submitted and seeking authorisation of the MD or his designate.
To assist with raising sales invoices for services provided by the company To raise daily, zero rated invoices against works order number (WON) on customer Verisae system or systems as used from time to time.
To accurately raise purchase orders (PO) for equipment using the Company CASH system ensuring correct part numbers and pricing are quoted, Ensuring prompt approval sign off from appropriate signatory. To forward signed purchase order to supplier to place order. To file copy PO in job file and original purchase order is kept for later processing with supplier invoice.
To update as required any part number and price on CASH system after sign off authorisation from the Commercial Director is given for any variances.
Filing, raising amended purchase orders and obtaining signature and other ad hoc duties.
Working Hours:

Monday – Friday 9.00am – 5.30pm (Office based)

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