Accounts Assistant Administrator

Accounts Assistant Administrator


  • 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


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


  • 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



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

Apply for this role

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