Our client is looking for an Accounts Assistant to support their accounts team to ensure the accuracy of timely financial data processing and reconciliations to ensure that the financial information reflects actual company performance over their 3 companies which are based in the UK, Netherlands & USA.
Key Responsibilities:
- Accurately processing approved supplier invoices by linking them to the GRV or PO to ensure timely and up to date records.
- Burdening relevant supplier invoices to profit centres (product groups and country).
- Raise any discrepancies with the invoice and GRV customer services and/or warehouse, ensuring they are resolved as soon as possible
- Maintain the supplier invoice log, for any invoices which are in dispute, making sure they are progressed and resolved effectively.
- Reconcile supplier statements monthly; raising any queries with the suppliers to ensure queries are resolved promptly and the accuracy of financial information is maintained.
- Preparation of at least one of the bi-weekly supplier payment runs a month.
- Raising and emailing customer invoices from the shipping document and reviewing the order and margin to ensure everything looks correct
- Finalising customer complaints, raising credit notes, issuing it to the customer and raising customer and/or supplier bill-backs.
- Regularly review aged debtors and follow credit control procedures to optimise cashflow and minimise bad debts
- Notify the accountant of any customer debts promptly which are becoming a concern in order for more formal procedures to be taken to obtain payment as necessary, including reporting the non-payment to our insurance company.
- Processing incoming and outgoing payments and reconciling the various bank accounts/ petty cash in GBP, USD and Euro’s on a daily basis.
- Ensure all financial paperwork is filed accurately and on a timely basis onto Priority and/or contracts folder/log.
- Set up new customer and supplier business partners, ensuring the relevant form is completed correctly and authorised, and where relevant, obtaining trade references.
- Order and replenish office stationery.
- Maintaining the fixed asset schedule and fixed asset tagging.
- Responsible for the internal VOIP phone system and the company mobile phones including liaising with third party providers
- Answer incoming telephone calls promptly and either deal with them or transfer them on as appropriate.
- Complete any other tasks or projects, accurately and on a timely basis as reasonably delegated by the Accountant or Head of Finance.
- Adhoc duties as required by the Directors or Managers.
Key Relationships:
Internal -
- Accountant and team
- Shipping and Distribution
- Customer Services and Sales team
- Operations
- Marketing
External -
- Suppliers
- Customers
About you:
- Lives within reasonable commuting distance of Melksham.
- Enjoys working in a small, close-knit team.
- Professional, diligent and reliable.
- Friendly and approachable while remaining focused on work.
- Maintains confidentiality of sensitive information.
- Comfortable in a stable role without a strong focus on career progression.
- Seeks a long-term position as a dependable member of an established team.
- Strong attention to detail.
- Uses initiative and works proactively.
- Effective team player.
- Good self-management and organisational skills.
- Strong verbal communication skills.
- Flexible and adaptable approach.
- Eager to learn and develop new skills.
- Numerate and methodical.
- Proficient in Microsoft Office/Microsoft 365 applications.
- Excellent literacy and written communication skills.
Performance Measures -
- Produces accurate and timely financial information.
- Provides proactive support to colleagues and the wider team.
- Learns new tasks quickly and delivers work independently within agreed timescales.
Experience and Qualifications -
- Minimum 10 years' experience in Accounts Payable and/or Accounts Receivable.
- Proven experience in:
- Posting supplier invoices.
- Preparing supplier payment runs.
- Reconciling supplier accounts to statements.
- Raising sales invoices.
- Basic credit control.
- Cashbook management and bank reconciliations.
- GCSE-level education, including English and Mathematics.
- Excellent spoken and written English.
- AAT or similar accounting qualification desirable but not essential.
-
Systems and Technical Knowledge
- Proficient in Microsoft 365, including Outlook, Excel and Word.
- Advanced Excel skills, including:
- Pivot Tables
- VLOOKUP
- SUMIF
- Filtering, sorting, grouping and subtotals
- Experience using ERP systems (Priority ERP desirable).
- High level of data entry accuracy and speed.