Purchase Ledger Assistant

6 months ago

Basildon, United Kingdom PGR Builders & Timber Merchants Full time

Job Title: Purchase Ledger Assistant

Location: Basildon

Hours: 45 hours per week (including a 30-minute lunch break)

Schedule: Monday to Friday, 07:30 AM to 04:30 PM

Company Overview: PGR Builders And Timber Merchant is seeking a dedicated Purchase Ledger Assistant to support our Company Accountant in maintaining an efficient and seamless Purchase Ledger. This role involves various responsibilities, including but not limited to invoice processing, supplier interaction, account management, and general administrative tasks.

Key Responsibilities:
1. Invoice Processing and OCR Supplier Maintenance:

- Accurately enter supplier invoices into our computer system, ensuring alignment with Goods Received Notes (GRN) when applicable.
- Code overheads to the correct nominal account and post invoices, adhering to deadlines.
- Proactively resolve discrepancies, missing GRNs, and chase Proof of Deliveries (PODs).
- Maintain and update OCR supplier mappings to enhance the efficiency of invoice processing.

2. Supplier Interaction:

- Address and resolve supplier queries promptly, preparing Debit Notes as needed.
- Investigate and rectify discrepancies between invoices and GRNs, or any missing or incorrect GRNs.
- Communicate with price book staff and branches when necessary to resolve issues.
- Handle incoming supplier queries via phone and maintain positive supplier relationships to prevent account holds.

3. Supplier Account Management:

- Complete new supplier account setup forms and input them into our computer system upon authorization.
- Prioritize routes that maximize discounts, including those available through NMBS (if applicable) or other preferred channels.
- Ensure timely processing of settlement discounts, particularly for NBG members using DDS.

4. Assistance with Returns:

- Collaborate with branches to facilitate the return of stock, coordinating with suppliers to resolve queries when required.

5. Supplier Statement Reconciliation:

- Monthly reconciliation of Supplier Statements to the Purchase Ledger.
- Investigate and obtain copies of any missing supplier invoices to ensure accurate records.

8. Additional Duties:

- Willingly perform any other accounting-related tasks deemed necessary by the Company.

Key Relationships:

- Financial Controller
- Purchase Ledger Manager
- Assistant Accountant
- Accounts Staff
- Price Book Staff
- Branches

Measures of Success (Key Performance Indicators):
Invoice Processing:

- All supplier invoices accurately processed by the month-end deadline, with no overhead posting errors identified during monthly nominal posting reviews.

Supplier Query Resolution:

- Timely resolution of supplier queries, ensuring the company is not placed on account holds, and prompt clearing of debit note queries.

Supplier Account Setup:

- Correct setup of supplier accounts with no later queries related to discounts.

Returns Assistance:

- Prompt handling of Return/Collection Notes with suppliers and efficient goods pickup coordination.

Supplier Statement Reconciliation:

- Reconciliation of supplier statements and proactive resolution of missing invoice queries.

Skills and Qualities:

- Approachable demeanor and strong communication skills.
- Diligence and keen attention to detail.
- Ability to meet deadlines and work collaboratively in a team.
- Flexibility and adaptability to changing tasks and priorities.
- Capacity to work accurately and efficiently under time constraints.

**Job Types**: Permanent, Full-time

**Salary**: From £24,500.00 per year

**Benefits**:

- Company pension
- Employee discount

Schedule:

- Monday to Friday

Work Location: In person

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