Purchase and Sales Ledger Clerk

Job description

Main Duties and Responsibilities:

Purchase Ledger
Process c.350 monthly stock invoices and credit notes onto Finance system using Purchase Ledger Import system and manually correcting discrepancies when matching against Purchase Order records.
Oversee the automatic processing of c.650 additional stock invoices a month including liaising with software companies and understanding the process of the automation.
Liaise with suppliers to resolve invoicing queries, arranging and tracking credit notes where appropriate.
Liaise with internal staff when dealing with quantity/product discrepancies.
Process c.130 expense invoices and credit notes onto system identifying coding, ensuring they are authorised in line with policy.
Processing staff expenses and company credit card claims in line with policy.
Check supplier statements against ledger account records and deal with any discrepancies.
Maintain orderly electronic filing of Purchase Ledger documents using ERP system and network filing structure.
Prepare and process payment runs in line with the monthly payments cycle, and setup and process miscellaneous payments as and when required.
Process Direct Debit and Standing Order payments to accounting system.
Regular checking of goods returned to suppliers to ensure credit notes are received, and liaising with suppliers when these have not been issued.
Prepare regular list of buying price discrepancies for review by managers and action and complete any actions they return.
Monthly review of Aged Creditors List and investigate overdue balances

Sales Ledger Cover
To be the main cover for Sales Ledger when the Credit Controller is unavailable (already on a call, afternoons, days off, holiday, sickness).
Handling daily cash takings, checking balances and re-floating of till
Handle sales ledger customer account enquiries by telephone and in person at the counters
Take payments over the phone and in person at the counters and process to the accounts system
Processing daily bank payments made by customers

Other Finance Tasks
To compare our turnover figures with those on the hub and work with the hub team to resolve queries.
To carry out the implementation of monthly, quarterly and annual supplier price changes for all departments.
To carry out month end duties such as report running and Petty Cash reconciliations.
Provide cover for parts of other finance team members’ roles during holiday and sickness periods including 7am starts when the Assistant Management Accountant is on leave.

Non-Finance Tasks
Support sales team with answering phones and taking messages in busy periods
Other ad-hoc tasks as and when required

Requirements

• Strong communication skills and the ability to adapt these to suit varying client/customers and a large number of non-financial operational users
• Strong eye on detail is essential
• Strong listening skills
• Good numeracy skills
• Some working knowledge of Microsoft Office inc Excel desirable and the ability to learn additional software packages
• Experience of working as part of a team
• The desire to want to own the role and make it your own
• Driven to develop their own behaviours and skills to ensure they consistently improve and perform to a high standard
• Proactive and enthusiastic, happy to help out when and where necessary
• Able to multitask with a flexible approach to tasks, roles and priorities
• Possesses strong resilience with the ability to stay calm and professional during busier periods
• Competent administration skills
• Keen learner, able to handle volume processing with a can-do attitude
• Experience preferred but not essential as full training will be provided