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Lucy Electric - Purchase Ledger Administrator

Not Specified, United Kingdom, £ £ - Annual Annual, Permanent


Job Title: Purchase Ledger Administrator

Business Area: Lucy Electric UK Ltd

Location: Thame

Job Purpose

The Purchase Ledger Administrator is an integral part of the team, performing accounting and clerical tasks for the maintenance and processing of accounts payable transactions.

Responsible for processing all invoices received for payment for all related business\', and for undertaking the payment of all creditors in an accurate, efficient, and timely manner.

A passion for numbers, accuracy and skills in calculating figures is vital, as is adeptness at paying attention to detail

Job Dimensions

To undertake duties and responsibilities as required/ instructed, in a timely manner, ensuring all deadlines are met

Key Accountabilities

These will include:

Invoice Processing

Match invoices to purchase orders and goods received notes, using 3-way matching, and process onto the D365 Purchase Ledger.
Prepare and assign non-product invoices for approval via the TAPS system. Process authorised invoices onto the D365 Purchase Ledger.
Ensure all invoices are received from bona-fide suppliers, are correctly calculated (including VAT) and sufficiently detailed.
Perform an initial check on the coding of purchase invoices and expenses.
Check to ensure that budget holders only approve invoices within the limits granted to them according to the Delegation of Authority.
Follow up disputed invoices with budget holders and suppliers and ensure disputes are resolved in the best interests of the company.
Manage and record batch transaction processing on the D365 finance systemPayment Processing

Generate all payments schedules for authorisation i.e. UK BACs, cheques, and foreign currency HSBCNet transfers.
Ensure payments are made only after they are properly authorised.
Pay suppliers in the most cost efficient way.
Ensure urgent payments are made quickly and efficiently, and after proper approval has been obtained.
Ensure all outstanding invoices are processed before purchase ledger close down dates.
Ensure budget-holders are aware of purchase ledger close down dates and the last date invoices can be received to be included in a payment run.First point of contact for purchase ledger queries

To deal with disputes promptly from suppliers, keeping the budget holder informed.
To produce reports for budget holders on an ad-hoc basis.Efficiency of the purchase ledger function

Perform month-end processing tasks and reconciliations.
Ensure the appropriate controls are in place and followed.
Reconcile supplier statements monthly.
Maintain integrity of supplier master files e.g. payment terms, bank details.
Consider ways to make the purchase ledger function more efficient.
Liaise with external and internal audit.Filing Systems

Administer the Document Management System (currently TAPS) such that invoices and payments are easily accessible / available for senior management, suppliers, auditors or other related parties.
Arrange the archiving of purchase ledger documents in line with statutory requirements.

Other Activities

Cover for Credit Controller during holidays and other absences.
Perform tasks commensurate with the position, and have a flexible approach to the department.Qualifications, Experience and Skills

Minimum Qualifications, Knowledge and Experience

GCSE English and Mathematics
3 years experience in Purchase Ledger minimum
Excellent written and verbal communication skills
Computer literate in Microsoft Office to intermediate level
Knowledge of D365 would be an advantageBehavioural Competencies

Able to prioritise workload effectively
Numerical accuracy
High degree of accuracy and attention to detail
Good knowledge of double entry bookkeeping
Excellent telephone manner and good communication skills
Ability to meet tight deadlines
Excellent team player and thorough and professional approach to work

Job Details

Not Specified
Not Specified, United Kingdom
£ £ - Annual Annual