Job Description

Job Overview

We are seeking a detail-oriented and organised Purchase Ledger Clerk to join our team. This role is essential for maintaining accurate financial records and ensuring the smooth processing of the purchase ledger, with a particular focus on imports, overseas suppliers, and haulage invoicing. The role ensures supplier invoices, shipping, freight, and haulage charges are accurately recorded, authorised, and paid promptly. It also supports compliance with customs and VAT requirements, while maintaining accurate cost control and reporting on landed and transport costs. The ideal candidate will possess strong administrative skills, with a keen eye for detail and the ability to manage multiple tasks efficiently.

Duties

Invoice Processing & Matching

Receive and process supplier invoices, ensuring correct matching to purchase orders and goods received notes (GRNs). Verify all import documentation -- including commercial invoices, packing lists, bills of lading, and import declarations -- for accuracy and completeness. Code and post import costs accurately, including freight, duty, insurance, and handling charges. Ensure correct VAT treatment in accordance with HMRC import rules. Maintain accurate supplier accounts in the accounting system.

Foreign Currency & Payments

Process supplier payments in multiple currencies (GBP, EUR). Monitor and record exchange rate differences. Prepare international and domestic payment runs, ensuring timely and accurate settlement. Liaise with banks for currency transfers, letters of credit, and forward contracts if required.

Haulage Invoicing & Reconciliation

Process haulage and transport supplier invoices, ensuring all movements are recorded against relevant purchase orders or dispatch notes. Cross-check haulage invoices against transport schedules, weight tickets, or delivery records to confirm accuracy. Track and reconcile inbound and outbound freight costs, ensuring all charges are correctly allocated to cost centres or jobs. Maintain and update a haulage cost tracker for analysis of transport spend, supplier performance, and rate changes. Liaise with haulage partners to resolve discrepancies in invoicing, missed deliveries, or rate issues. Support haulage recharging or customer invoicing processes, ensuring all recoverable transport charges are invoiced on time and matched to dispatch records. Supplier and Freight Partner Relations Communicate with overseas suppliers, freight forwarders, customs brokers, and haulage companies. Maintain accurate supplier master data, including contact details, bank accounts, and payment terms. Resolve invoice and statement queries quickly to maintain good supplier relationships.

Month-End and Year-End

Reconcile supplier accounts and prepare accruals for goods in transit and un-invoiced haulage. Support month-end close by ensuring all invoices are coded and posted to the correct period. Assist with audit requirements, providing accurate records and supporting documentation.

Compliance and Reporting

Ensure compliance with HMRC import VAT and customs requirements. Maintain clear audit trails for all import and haulage-related costs. Produce reports for landed cost analysis, freight spend, and supplier performance. Support finance management in improving cost efficiency and process control.

Ad Hoc and Team Support

Assist with staff expenses, company credit cards, and other finance admin tasks as required. Support process improvement initiatives to streamline purchase ledger and haulage workflows.

Qualifications

Key Skills and Competencies Strong numerical accuracy and attention to detail. Good understanding of import and haulage documentation (bills of lading, CMRs, PODs, delivery manifests) Knowledge of foreign currency transactions and landed cost accounting. Excellent communication and supplier liaison skills. Strong Excel skills (VLOOKUP, pivot tables, reconciliations). Organised, proactive, and able to meet multiple deadlines. Team player with a problem-solving approach.

Experience

Minimum 1-2 years' experience in purchase ledger or accounts payable (import or logistics background preferred). Experience with haulage invoicing and freight reconciliation. Understanding of customs, VAT, and duty processes desirable. Ability to work independently as well as part of a team
This position offers an exciting opportunity for individuals looking to develop their career in finance and administration within a supportive environment. If you are passionate about accuracy and efficiency, we encourage you to apply.

Job Types: Full-time, Permanent

Pay: 25,000.00-30,000.00 per year

Benefits:

Company pension Employee discount Flexitime On-site parking
Work Location: In person