Accounts Assistant Administrator

Accounts Assistant Administrator

MAIN RESPONSIBILITIES AND TASKS 

  • Distribute Accounts Payable invoices to line manager for authorisation and coding
  • Check signed/coded invoices for accuracy and approval in line with the current authorisation standard
  • Check staff expenses have been approved by the appropriate line manager and are in accordance with the current authorisation standard and in compliance with the staff manual
  • Ensure all VAT on invoices/employee expenses is claimed only where appropriate and that documentation satisfies HMRC requirements
  • Enter checked and approved invoices/expense claims into accounts payable within ERP system
  • Prepare bi-monthly payment proposals for BACS and cheque payments in ERP and provide the Head of Finance with all support vouchers for checking and payment approval
  • Create payment file for onward processing to BACS
  • Despatch BACS supplier remittance advices and cheques to suppliers/employees where necessary
  • File approved payment/BACS reports and paid invoices/expenses claims by email
  • Reconcile monthly supplier statements. Obtain missing invoices as required and seek repayment of debit balances
  • Communicate with vendors to resolve queries and respond to enquiries.
  • Assist in month end closing
  • Assist at month end by completing accrual sheet for invoices received but not yet authorised prior to month end closure
  • Assist at month end by completing prepayment sheet for payments on account for suppliers with no credit agreement
  • Download and circulate all company Credit card statements to card holders prior to processing the completed expenses
  • Chase outstanding debit balances on all A/P vendor accounts ensuring that any refunds due are repaid and any balance owed by an employee are repaid on a timely basis
  • Provide holiday cover for the A/R Administrator
  • Prepare VAT return for checking and online submission
  • Assist with Job costing analysis and review of project costs
  • Ad-hoc investigations into ERP stock and purchase system

OTHER 

  • Assist Finance Manager, as directed
  • Assist statutory and internal auditors and HMRC, as required

SKILLS AND EXPERIENCE  

  • Education
    • Five GCSEs, grade C or above (or equivalent qualification) 
  • Professional skills & know-how
    • High level of excel skills
    • Knowledge of basic accounting principles, particularly accounts payable
    • Knowledge and experience of ERP systems would be an advantage
  • Personal skills
    • Accuracy
    • Tenacity
    • Attention to detail

WORKING RELATIONSHIPS

 

  • Customers and suppliers
  • Internal and external auditors
  • HMRC representatives
  • Purchasing, sales administration and service departments

Apply for this role

Please send your up to date CV to moc.ocomrm@rh to be considered for this position. MRMC will be delighted to hear from you. MRMC processes your personal data in accordance with the MRMC Privacy Notice. You have the right to object to certain processing activities of your personal data.