Accounts Assistant

Job Overview

The Accounts Assistant will report into the Finance Manager and is responsible for the smooth running of the procure to pay (P2P) and treasury processes, alongside supporting the key processes and procedures of the Finance team.

This role will be split between two Accounts Assistants and therefore each will be primarily responsible for certain aspects of the role, with the other expected to cover in sickness and annual leave. Primary responsibilities are outlined in the Finance RACI.

This role requires high organisation skills, the ability to work independently, strong time management and clear attention to detail. This role will be involved in the development of new processes and systems for the business as it grows over time.

Responsibilities

Procure to pay (P2P):

• Management of the accounts inboxes, including initiating actions in a timely manner where required (e.g. for supplier issues or missed payments). Be the first port of contact for queries from suppliers.
• New supplier set up
• Add new suppliers (once authorised) into the finance system
• Verifying bank details with suppliers.
• Purchase Orders (POs)
• Training new staff to raise purchase orders appropriately.
• Assisting with queries from the wider business on creating POs
• Raise POs for the Finance team as required.
• Responsible for communicating and archiving overdue PO’s as necessary on a monthly basis
• Managing purchase invoices (PIs)
• Submitting invoices to automated data entry software and reviewing the output for accuracy, including values, GL coding, tax and due dates.
• Timely matching invoices to receipted purchase orders, and chasing for receipt where missing.
• Handling issues where receipted POs do not match the invoice received, or invoices are missing entirely.
• Supplier payments

• Ensure credit notes are matched off appropriately or refunds obtained.

• Ensure all payments are ready for payment in accordance with agreed payment terms.
• Prepare proposal for the weekly payment run with consideration of AP working capital management
• Set up payment run in Netsuite and/or banking systems

• Month end
  • Complete the month end reconciliation of the AP balance to the trial balance, investigating and resolving reconciling items on a timely basis.
  • Ensure AP is ready to close in line with the month end timetable.

Treasury:

• Weekly upload of bank transactions into Netsuite, and match supplier payments and customer receipts to invoices.
• Prepare month end reconciliations of all bank accounts, ensuring that transactions are investigated and reconciled and match to bank statements, completed in line with the month end timetable.
• Prepare month end reconciliations of all corporate credit cards, ensuring payments are reconciled appropriately and card holders are chased to submit expenses. This should be done in line with the month end timetable.
• Be the first point of contact for any queries regarding the Expense system.
• Training new staff on the Expense system.
• Preparation of the weekly liquidity tracker.

There will also be opportunities to get involved in other aspects of finance transactional processing, subject to workload.