Job Description

JOB DESCRIPTION - Purchase Ledger Assistant

REPORTS TO:

Purchase Ledger Manager

MAIN FUNCTION

Support the Purchase Ledger Manager (PLM) in maintaining accurate financial controls on the creditors.

The prime function is to ensure the accurate and prompt recording in the company's suppliers accounts and to give support and assistance with the smooth running of the Purchase Ledger department.

This role is a 35 hour commitment per week. Monday to Thursday 9.00am to 5.00pm and Fridays 9.00am to 3.00pm.

DUTIES

1. All invoices to be dated, stamped as received and entered accurately onto the system in a timely manner and correctly coded

2. All invoices to be matched to the relevant purchase order and goods received note on the system. If goods have been delivered direct to the customer a copy of the POD from the supplier, should be sent with the invoice to the branch for them to confirm customer has received the delivery

3. Price / volume differences between the 3-way match (PO / GRN / Invoice) should be investigated with Head of Purchasing / Branch managers and ensure these are corrected on the system both to allow the invoice to be matched correctly, debit notes raised and future price increases to be actioned on the system

4. Debit notes only raised relating to price differences, short delivery, proof of delivery

5. Any additional costs such as surcharges, carriage etc should be approved by the person who placed the order as being correct.

6. Ensure that where a debit note has been raised and a credit is subsequently received or the debit note is proven to be cancelled the original debit note is reversed immediately

7. To ensure accurate recording of stock and overhead costs in the books a full list of accruals to be provided to the GFD each month which will include all outstanding goods received not yet invoiced

8. Chase up branches weekly where invoices have been received but goods have not been booked in

9. Liaise with branch managers to ensure that any queries are resolved quickly to remove any reason for non-payment to suppliers

10. Ensure a positive customer experience is in place across the group - friendly, firm and fair

11. Ensure relevant supplier reconciliations completed, requesting missing invoices and resolving differences to ensure both the suppliers and our systems agree

12. Communication with both people within the company as well as external to the company regarding providing / requesting information and investigating / resolving issues

13. Support with preparation of audit files

14. All calls into the department to be answered as quickly as possible, always using a polite manner and transferring as required or ensuring messages passed on as quickly as possible

15. Company post to be taken downstairs daily in time for carrier collection

REQUIRED QUALIFICATIONS AND EXPERIENCE

1. Working knowledge of Microsoft Office, Outlook and Word with basic Excel skills

2. Working knowledge of accounting packages - Merlin is used by us

3. Numerate, accurate and excellent attention to detail

4. Good communication skills, both written and verbal, including the ability to listen and effectively verbalise ideas

5. Self-motivated with excellent organisational skills to prioritise, multi-task and meet deadlines

6. A focused individual seeking continuous improvement of processes and task completion who enjoys finding innovation solutions to problems

7. Ability to work on own initiative as well as a good team player

8. Able to seek clarity when required and take responsibility for own work

9. Strong analytical and problem-solving skills

Job Type: Full-time

Pay: 22,500.00-23,500.00 per year

Work Location: In person