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Job Details

Customer & Bought Ledger Administrator

Essex Rayleigh United Kingdom, SS67 £23,000 - £25,000 , Permanent

Posted: 23 hours ago

Description:

Customer & Bought Ledger Administrator

Location: Rayleigh, Essex

Salary: £23,000 - £25,000 per annum

Hours: Monday - Friday 09:00-17:00 (with an hour for lunch)

Reporting to: Office Manager

To ensure the smooth and compliant delivery of services to clients within budget and that all works are invoiced correctly. To provide admin support to the operational team.

Duties & Responsibilities:

  • To maintain billing and workbill lines information for clients/suppliers/subcontractors on Templa. Create and maintain invoice batches to ensure all works are promptly invoiced.
  • Maintain daily window cleaning works sheet/calendar confirming works have been completed for invoicing
  • Confirm rearranged dates with client for works uncompleted due to weather/other reasons
  • To ensure all emails are dealt with effectively and efficiently copying Management/ Operational /Customer Care team where necessary.
  • To send out work bills to subcontractors or employees for regular or extra authorised works. To reconcile these workbills to subcontractors' invoices/wages paid. Get authorisation where there are differences.
  • To liaise with subcontractors and area managers for periodical/extra works. Confirm quotation and costs.
  • Ensure extra works are logged correctly to ensure invoicing/charging of time/works
  • Get Purchase orders or written confirmation from client for any extra works requested before allowing works to go ahead.
  • To log all customer care issues and requests and pass on to area managers or customer care to record and progress. Follow up and ensure satisfactory results are delivered
  • To check and enter/batch supplier invoices onto CMS. Reconcile with workbill. Once authorised post to Access and pass for payment.
  • To source and order special items required for key clients
  • To maintain a useful, up to date, and competent filing system of all subcontractors health & safety information, including insurance. Set up accounts on CMS/Access
  • To prepare invoices for one-off/periodical/specials
  • Check budget/reports and report where budgets have not been met and why
  • Prepare information for one off or key client special invoicing
  • Liaise with Widow Cleaning Area/Ops Manager daily/weekly and make appointments for team/subcontractors to visit sites/security pass as required
  • Assist Area Managers with any correspondence needed for clients. Provide Admin support as requested to Operational Team
  • Assist with creation of Quality audit templates and check completed audits, advising op's teams of any issues
  • Confirm any change of contract with teams/subcontractor and revise/confirm quotations when required
  • Amend/update client's accounts with revised contract/changes
  • Enter all Purchase Invoices onto Templa and reconcile with workbills/po's. Pass authorised invoices for payments, query/ request credit notes as necessary
  • Provide information needed to complete monthly reports for specific clients
  • Scan documents and save onto client/subcontractor file within Templa so that information can be shared and accessed easily
  • Request training where necessary to allow you to complete the tasks required

Additional:

  • To be aware of all company policies and procedures
  • Ensure you keep the office space well presented at all times
  • Answer the telephone and deal with general queries or pass on messages as appropriate
  • To cover/assist when there is sickness or holidays within the admin/office department
  • To fulfil other admin duties as and when requested (i.e. Banking/ Invoicing/ Supplies)
  • To ensure post is collected and sent
  • To ensure office is manned during office hours
  • To ensure a comprehensive knowledge of all tasks within the administration department and take extra training where appropriate
  • Open up and lock up offices as and when required. Ensure answerphone is on when office closed. Check answerphone for messages if required
  • To take back up off site when required
  • Raise any business issues that could assist or affect the efficient and proper running of the company

Key Objectives or Projects

  • To ensure client receive their services
  • To ensure requests for works are confirmed in an email or purchase order
  • To ensure clients are invoiced promptly
  • To ensure subcontractors data is correct, up to date and compliant with company and legislative procedures
  • To ensure budgets are not exceeded
  • To ensure the Area Managers have the information/documents they require to deal with delivery of service
  • To ensure information is up to date and easily accessible by the rest of the team

Regular Reports or Activities

The chart below details the specific reports or activities that are required to be completed on a regular basis

Activity

Frequency

Log and check Subcontractors Invoices

When received

Deal with customer care issues/requests

When received

Update client & Subcontractor details

When received

Prepare client monthly regular invoices

Monthly

Send out subcontractor work bills

Monthly

Invoice clients for one offs/specials

When received

Check monthly budgets

Monthly

Organise works for clients

As required

Pass reconciled invoices for payment

As required

Check subcontractor's insurance /H&S records

Monthly

Check creditors report

Monthly

Check email inbox

Daily

Answer telephone

Daily

Filing

Daily

General Admin duties

Daily

Scan relevant information to client/subs files

Daily

Job Details

1462086623
Rayleigh, Essex, United Kingdom
Permanent
£23,000 - £25,000