Finance Assistant

1 week ago

Rugby, Warwickshire, United Kingdom Hollways Doors & Frames Limited Full time

JOB DESCRIPTION FOR FINANCE ASSISTANT (pt)

Purchase Ledger:

  • Open Post
  • Find back up for ALL purchase Ledger invoices where applicable, whether on Purchase order system or manual
  • Attach delivery note and Purchase order to all Invoices
  • Code all invoices with required nominal code
  • Get all invoices authorised by relevant buyer
  • Input all Purchase Invoices on Sage system
  • Reconciliation of ALL supplier statements, requesting the ones you do not have.
  • Reconcile and produce a complete Goods received not Invoiced (GRNI) report and a Goods Invoiced not Received Report (GINR) for month end
  • Put together a weekly payment run to be authorised by Group financial Controller
  • Build a relationship with suppliers so any difficulties can be flagged to them in a discreet and professional manner after discussion with GFC

Sales Ledger

  • Raise all Sales invoices in line with the delivery notes
  • Check all Sales invoices against customer order
  • Input all Sales invoices onto Sage system
  • Send Statements out at month end to ALL customers
  • Work with Customers to make sure all Invoices are paid on time

Cash and Debt Collection

  • Complete a check on all Active customers to determine a workable credit limit
  • Monitor All customers against their credit limit and work with the Production Manager to ensure customers stay within the limits.
  • Chase outstanding debt weekly and make notes in the communication section of Sage to show progress made.
  • Take an active part in Debt Collection so time needed without side agencies is kept to a minimum
  • Action all remittance advices when cash received on IF system.
  • Action any cheques and take to bank daily

Invoice Finance

  • Upload Invoices everyday as soon as reasonably possible
  • Draw down cash as needed to make sure current account stays in credit and all DD & SO are met.
  • Do weekly reconciliations on account to identify any issues
  • Complete and send in the monthly reconciliation by 5thworking day.
  • Be ready for the regular audit from the IF provider, all POD's to hand, remittance advices filed and available, back up for sales orders available.

Petty Cash

  • Keep cash in tin safe and secure
  • Issue cash as required and account for every transaction.
  • Reconciliation to be done weekly to show balance
  • Post transactions monthly onto Sage and provide a reconciliation to be authorised by GFC.
  • Any short fall to reported immediately to GFC and explained.

Wages

  • To work with Production Manager so all hours are accounted for and approved
  • Complete spreadsheet weekly to show hours worked, sickness, overtime and holidays
  • Work with Production Manager to investigate all discrepancies on clock cards/ time sheets
  • Soon payroll will be bought in house and the Finance Manager will take full responsibility for the completion and all legal requirements needed to ensure the company remains within the law.

    Intensive training will be provided if required, but any courses attended will need to be reimbursed if the staff member leaves within three years of completion.

  • Bacs transfer to the bank to complete the salary cycle must be done in a timely fashion to enable staff to be paid on the last working day of the month.

Pension

  • Pension Autoenrollment will become the responsibility of the company once the outsourced facility has been given notice. The Finance Assistant will be responsible for collating all new employees onto the system and being the point of contact for all discussions and enquiries the staff have.
To manage the 3 yearly cycle of re-enrolling all staff as required, sending out correspondence as and when needed.

Intensive training will be provided if required, but any courses attended will need to be reimbursed if the staff member leaves within three years of completion.


Nominal Ledger

  • To code and post all Purchase ledger invoices accurately
  • To code and post all petty cash receipts accurately
  • To complete journals as required for GFC to complete month end accounts ie Salary Journal, prepayments, accruals and bank reconciliation
  • Check VAT and reconcile to nominal ledger
  • Evey Quarter compile the VAT return, reconcile and pass to GFC

HR records

Leases and Contracts

  • FA to compile and keep update a file (either digital or manual) of ALL leases running at the business for the duration of their life span
  • FA to compile and keep update a file (either digital or manual) of ALL contracts the business has in place for the duration of their life span

Stock Taking

  • Produce and oversee the stock count sheets for the entire stock system, both on and off site
:

  • Oversee the return of the completed stock sheets and account for all sheets
  • Value the stock with uptodate prices to produce a stock value
  • Work with both the production manager and shop supervisor to do spot checks on the count and identify an error percentage
  • Provide a complete valuation within 3 working days of the count

Job Types:

Part

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