Purchase Ledger Administrator
Milton Keynes - Office Based
8.30am to 5.00pm, Monday to Friday
We are MHA. A firm of chartered accountant with an internation presence, as we are part of the Baker Tilly International group.
An opportunity to join our central finance team in Milton Keynes has become available as we move through a period of growth and an office move (within Central Milton Keynes) before the end of the year.
Purpose of the Role
- Collate, record and process all invoices, foreign invoices and company credit cards for the firm in a timely manner, ensuring the correct coding and authorisation.
- Payment of suppliers within the constraints of supplier payment terms and the firm's cash flow
Qualification and Skills
- Good knowledge of purchase ledger systems
- Good knowledge of VAT (essential)
- Good organisation skills
- Ability to prioritise own workload to ensure that all deadlines are met.
- Ability to communicate well with all levels of staff across the group companies
- IT literate - Excel, Word and SAP (although SAP not essential)
- Ability to analyse and reconcile data to answer queries on supplier and nominal ledger accounts
- Ability to think "outside of the box"
- Proactive attitude - constantly looking for efficiencies and ways to implement
Main Responsibilities
- Sort and distribute the post within the department.
- Process all supplier invoices via the SAP system in a timely manner.
- Log unauthorised invoices as purchase orders via SAP system in a timely manner and distribute to the relevant offices for authorisation.
- Review of coding on authorised invoices, query where necessary and obtain correct coding as required.
- Weekly review of purchase order listing and chase outstanding invoices as required
- Monthly review of supplier accounts, resolving queries, obtaining invoices and matching of payments.
- Processing of twice monthly payment runs via BACS throughout the month.
- Processing of weekly foreign payment run.
- Filing of invoices, payment runs, etc.
- Processing of disbursements derived from the purchase ledgers into time/recording system (CCH).
- Co-ordinating with the Financial Accountants for the setting up of any new direct debits.
- Liaising with the utilities broker for new utilities contracts and resolving billing issues
- Resolving queries from suppliers and internal departments via phone and email.
- Undertaking month end procedures and reconciliations within the given deadlines. Including posting of intercompany invoices, invoice and utility accruals.
- Process all cloud accounting invoices and related disbursements
- Review of procurement company's consolidated invoice and liaise with their finance department to resolve billing queries
- Review of VAT on all documents processed via purchase ledger ensuring the correct amount is claimed and the correct coding is used within the accounting system.
- Process partner and staff expenses via the SAP Concur Expenses system ensuring all receipts are included and claims are within the Firm's expense policy
- Preparation of the quarterly payment forecast for inclusion within the cash flow forecast for financial director.
- Collate data from the offices regarding Institute subscriptions, compare with invoices, reconcile and make annual payments
- Provision of purchase analysis as requested
- Involvement in ongoing projects. E.g., Invoice authorisation automation, etc.