Management Accounts Assistant x2

3 weeks ago

Dorking, Surrey, United Kingdom FESPA Full time
Summary of Position

Please apply for this role as soon as possible as we will be interviewing applicants as they come in.

Its an exciting time in the Finance department with the implementation of a new finance system (Iplicit) that will be rolled out to all staff around the globe.

This will present opportunities to improve the effectiveness of the department and make it more efficient.

To undertake sales invoicing and credit control activities for the organisation to ensure payment procedures and policies are upheld and monies owing to FESPA are paid in a timely manner.


To produce reports, documentation and analysis covering financial transactions for review by Management Accountant.

Study support available. 3 Days a week in the office (everyone is in Wednesday).

Sales ledger (One of the two positions):

  • Manage all invoicing and collection activities to ensure payment procedures and policies are adhered to and payments are made in accordance with payment terms.
  • Ensure all sales invoices and credit notes are raised in a timely and accurate manner.
  • Lead the drive to ensure full payment pre events/shows is completed in a timely manner, safeguarding the revenue stream for FESPA.
  • Allocate receipts from customers into both Sage and Salesforce systems ensuring that both systems are reconciled to ensure they continually remain consistent and aligned.
  • Ensure sales ledger continually reconciles with nominal ledger to ensure accurate recording and pro-actively follow up and/or investigate any anomalies with a view to resolving any apparent issues or inaccuracies.
  • Complete reconciliation of Salesforce CRM to the accounting system on a weekly basis to ensure accuracy of information and regularly review the reconciliation process to recommend and implement any agreed changes to develop the process and make reconciliation more efficient and effective.
  • Engage, partner and regularly meet with sales team and other appropriate stakeholders to facilitate communications with clients and exhibitors to ensure speedy payment of invoices and to reduce slow or non payment instances.
  • Ensure all activities are delivered in line with sales ledger month end deadlines.
  • Collaborate and liaise with the Management Accountant on a weekly basis to review the debtors ledger with a view to managing outstanding debtors to minimise outstanding debts that are more than 30 days overdue.
  • Prepare and present the weekly sales report at the sales meeting.

Purchase ledger (One of the two positions):

  • Manage all purchase ledger processes to include processing of purchase ledger invoices together with checking/challenging coding.
  • Process all staff expenses and credit card expenses.
  • Manage the credit card system within FESPA to cover the issue of company credit cards to appropriately identified role-holders, the timely retrieval and logging of cards returned to the company for any employee leaving the organisation and initiating required amendments to credit limits as appropriate.
  • Issue monthly credit card statements for completion.
  • Generate and deliver weekly payment runs for both suppliers and staff.
  • Ensure purchase ledger continually reconciles with nominal ledger to ensure accurate recording and pro-actively follow up and/or investigate any anomalies with a view to resolving any apparent issues or inaccuracies.
  • Resolve any supplier queries ensuring a speedy and efficient response.
  • Coach any staff members who are not submitting expense documentation accurately or in line with FESPA procedures and processes to ensure they are able to adhere to the appropriate policies and processes.
  • Ensure all activities are delivered in line with purchase ledger month end deadlines.
  • Ensure PAYE and pension payments are activated on time.
  • Deal with staff queries in relation to expenses in a timely manner - escalate any significant issues to Management Accountant.
  • Assist with preparation of VAT returns and check supplier invoices to ensure correct VAT has been charged and challenge any discrepancies.

Management accounts (Both positions):

  • To assist the management accountant as required with fixed assets, depreciation, accruals, prepayments and balance sheet reconciliations to ensure reporting deadlines are adhered to.
  • To support the transition to a new accounting system, assisting and training staff as required.
  • Manage and deliver weekly bank reconciliations for multiple FESPA accounts and in various currencies.
  • Revalue foreign currency bank accounts on a monthly basis.
  • Assist and support cashflow forecasting activities as requested.
  • To support the transition to a new accounting system, assisting and training staff as required.
  • Pro-actively engage with internal stakeholders to improve the service finance provides to its internal client base to ensure the finance function is working with its internal stakeholders to help them to fulfil the financial requirements of their roles.
  • Provide support for external audit teams by ensuring they have access to required documentation to assist them in ensuring FESPA complies with all legal, taxation and statutory responsibilities across the diverse locations where it does business.
Other (Both positions)

  • Take full ownership for the timesheet system ensuring regular and pro-active chasing for outstanding timesheets.
  • Assist and support the finance team with any other tasks as requested.
  • As it is a small organisation we may be asked to take on responsibilities to assist other departments also.

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