Purchase Ledger Controller

LOCATION: Stroud

HOURS: 37.5 hours per week

08:30 to 17:00 with 1 hour break (Monday - Friday)

START DATE: Immediate

SALARY - Depending upon experience

PERMANENT JOB

Vacancy - Purchase Ledger Controller

OVERVIEW:

This role is responsible for ensuring all purchase ledger and some generic office functions are administered accurately and to required timescales. Tasks include handling incoming telephone enquiries, reconciling supplier statements and resolving/ responding to queries. It spans 3 separate purchase ledgers, managed within one accounting system.

KEY SKILLS:

• Strong written and verbal communication skills
• Confident in Time Management and Prioritisation
• Ability to self-manage on a day-to-day basis
• Competent in all Microsoft applications; including Outlook and Word
• Advanced Excel skills are a necessity
• High accuracy level
• Knowledge of Open Accounts is an advantage

RESPONSIBILITIES:

• Manage daily the Purchase Ledger mailbox.
• Support Purchase Ledger Administrator with handling the Purchase Ledger telephone line.
• Support Purchase Ledger Administrator with the management of Smartmail exceptions mailbox.
• Support Purchase Ledger Administrator with management of Sharepoint Inv_Queries folder, ensuring clear and frequent communications with sites to resolve items as quickly as possible.
• Manually forward or scan invoices into the Capture process where could not be/were not sent there initially.
• Respond to supplier queries/requests in a timely and professional manner, engaging with colleagues for assistance where required.
• Complete a daily review of new supplier invoices where automatic PO matching failed - clear or hold to colleagues as relevant.
• Review returned held matching as received and process in accordance with pre-defined guidelines.
• Review GRNI lists and work with colleagues/sites/suppliers to clear where possible.
• Cover when the Purchase Ledger Administrator is absent the weekly review of supplier portals and ensure any newly issued documents are processed as necessary.
• Maintain a list of suppliers who advise we are on credit stop and ensure that the causes are rectified as swiftly as possible.
• Review quarterly suppliers who have placed us on stop more than once and complete Root Cause Analysis to identify ways to reduce recurrences.
• Review regularly the Aged Creditor Report and ensure that items meeting pre-defined criteria are understood and cleared as quickly as possible.
• Review regularly credit balances within the Aged Creditor report and ensure that refunds are requested where appropriate. Oversee Accounts Assistant (1) review of unallocated cash in the ledger & ensure swift resolutions and full understanding of why unable to be allocated at any given time.
• Review regularly unapproved items, ensuring we understand why they have not been approved and are cleared as quickly as possible and using appropriate actions.
• Identify documents processed incorrectly and (once approved) make corrections as relevant within invoice register.
• Review, approve and process corrections as relevant where documents have been processed incorrectly as identified by team members.
• Check for and update Purchase Ledger documents at ENTD stage as and when possible, ensuring this is always done prior to colleagues creating payment proposals.
• Create requests for manual corrective purchase or credit documents as needed and (once approved) process into Open Accounts in accordance with correct process.
• Oversee reconciliation of monthly supplier statements to Open Accounts, supporting the team with challenging reconciliations as needed.
• Ensure invoices received which are to be processed without a purchase order where site is STR are authorized by relevant manager prior to being sent for processing.
• Compile and (once authorised) post journals in purchase ledger to write off penny balances.
• Undertake to code non-PO invoice and/or credit note documents in eBis for site STROUD as and when appear in job queue.
• Manage as needed any rejected non-PO invoice and/or credit note documents in eBis.
• Raise in EBis as required purchase orders for site STROUD, ensuring coded correctly prior to being sent for approval.
• Support with audit preparation and sampling as and when required.
• Support with Year End processes as required.
• Support with the creation and/or maintenance of the Finance Ledgers Teams Handbook.
• Suggest and contribute to Purchase Ledger processes Continuous Improvement
• Supervise the daily work of the Purchase Ledger Administrator role and provide performance reviews to the Assistant Accounts Manager for use in employee development.
• Support with and/or provide cover for the Assistant Accounts Manager reporting pack creation and delivery.
• Cover the Assistant Accounts Manager when absent for closing the Purchase Ledger and completing all Period End tasks associated with this task.
• Take responsibility for closing the purchase ledger and completing all Period End tasks associated with this task.
• Provide and/or support with ad hoc reports as requested by the Accounts Manager or the Assistant Accounts Manager.

BENEFITS:

• Free car parking
• Attractive holiday entitlement
• Pension scheme

I look forward to speaking with you. Liam Edwards, Operations Manager