Main Role

To assist the Finance Director in the coordination and implementation of finance related tasks associated with the Purchase Ledger. To undertake the procurement of company supplies and management of the Purchase Ledger. You will be an integral part of the team and will be expected to contribute your ideas and suggestions in improving office systems and procedures.

Duties

1. To assist the Finance Director in the management of all administrative procedures related to Finance.

2. To undertake the purchasing of company supplies and management of the Purchase Ledger system with the use of Sage accounts package.

3. Researching suppliers to ensure best price and best practice for items/services to be ordered.

4. To be responsible for raising purchase orders on the company’s approved systems and communicating this to the supplier, ensuring authorisation has been given by senior management for any purchase orders.

5. Keeping records of all orders placed and following them up to ensure they are received within the allotted timeframe.

6. Deal with any invoice queries that may be raised by staff/suppliers.

7. Creating and maintaining filing systems (both electronic & paper) for storing invoices, purchase orders and any other documentation/information.

8. Contact suppliers to chase up VAT invoices where necessary.

9. Create new Supplier accounts on system when required.

10. Create new Product records on system when required and enter prices.

11. Obtain quotes and secure the supply for hired in plant and other specialist equipment when required as part of the wider company Operations.

12. To understand and use the company data base system for Operations.

13. To be involved with and have input into, the weekly Operations & Production meetings.

14. Research and secure accommodation for onsite personnel.

15. To create and maintain vehicles, plant and general equipment records to include an inventory of when all servicing/checks/inspections need to be completed.

16. Use email and the telephone as a means of communication both internally and externally

17. To use Microsoft Office programmes for the majority of tasks, such as Word, Excel, Access, Publisher and Adobe.

18. To use spreadsheets, inputting data, producing reports and collating data/information.

19. Working under pressure to tight deadlines especially around “Month End” tasks.

20. Processing confidential information, for both staff and suppliers.

21. Liaising with personnel, both internally and externally.

22. To share in the answering of all incoming calls and reception enquiries. Any messages that are received, need to be accurately recorded and forwarded to the intended recipient.

23. To undertake photocopying and other general office type tasks.

24. Typing of emails etc… as requested and in accordance with the company’s corporate style and to ensure all checks have been made before information is distributed internally or externally

25. To receive deliveries and parcels from suppliers when required

26. Maintain work focus to ensure each job is finished on schedule, which may include some overtime

27. Work effectively and efficiently whilst maintaining a high level of Health and Safety awareness

28. To undertake any other reasonable task as deemed necessary for the needs of the company

Attributes

You will need to be adaptable, flexible and resourceful whilst working in a busy environment. You will need to be competent with Sage 50 Accounts Package Purchase Ledger. You must have excellent IT, organisational and communication skills. Polite and with a helpful ‘can do’ attitude, you will be expected to act as an ambassador for the company and therefore you must have the ability to communicate effectively with different people, at all levels of understanding. You will have experience of working in an office environment. You will need to have a logical and articulate approach to problem solving as well as the ability to listen, absorb and act upon instructions from your manager/supervisor. As an integral part of the wider (Company) team you will be expected to contribute your efforts in improving current systems and procedures as well as seeing them through to fruition/implementation. You need to have a good understanding of working safely at all times in all environments.

Job Types: Full-time, Permanent

Pay: £26,000.00-£27,000.00 per year

Benefits:

• On-site parking

Application question(s):

• The candidate must have a good working knowledge and experience of the Sage accounting platform.

Experience:

• Purchase Ledger: 1 year (required)

Work Location: In person

Application deadline: 14/04/2025
Reference ID: Experienced Purchase Ledger & Operations Administrator