Purchase Ledger Team Leader

Job content

To manage the companies purchase ledger department and ensure that both invoices, credit notes and payments are processed promptly and accurately . Purchase ledger reports and analysis are available to management as required.

Duties and responsibilities

Accounts Responsibilities (35%)

· Oversee invoice processing and the satisfactory resolution of invoice queries

· Ensure all invoices are entered to Coda on receipt and are duly authorised before payment

· Control and audit of the Raw Materials database and reconciliation of data to CODA/AS400

· Check and authorise sterling and currency supplier payment runs and BACS payments

· Ensure all supplier account statements are reconciled to the ledger and queries/problems addressed

· Sign off new/amended accounts and check trading terms are in line with agreed policy

· Ensure statutory returns (eg Fitters CIS return) are submitted on time and payments made.

· Ensure that cash processing and accounting is conducted accurately and within suitable timescales and that cash reporting and forecasting is prepared.

· Ensure that all payables systems and procedures are up to date and accurate

Month/Year End Responsibilities (25%)

· Ensure the payables ledger closes by the agreed deadline and all processing is up to date

· Ensure accuracy of accruals for expense invoices not processed at month end date

· Production of aged creditor analysis and raw materials creditor reports

· Production of payable days report for inclusion in the working capital scorecard report

· Ensure departmental expenditure reports are accurate and distributed to managers

· Produce ad hoc reports and analysis and support to the month end process as necessary

Team Management (15%)

· Monitor and improve team performances via appropriate PDR and IDP reviews

· Coach and mentor team members on departmental systems and procedures

· Work with team and wider finance function to develop and implement lean processes

Other Responsibilities (15%)

· Liaison with other internal departments, suppliers, internal/external auditors as appropriate

· Represent / lead function on systems development and implementation projects

· Develop PC tools to improve processing efficiency and controls

· Ensure team work instructions and procedures are improved and kept up to date

· Provide support and assistance to internal / external audit teams as required

· Provide a reliable and skilled resource to assist across the finance function including covering for absence

Project work (10%)

· Work with teams and management to continually identify and implement process improvements aimed at enhancing the efficiency of data processing and improving the accuracy, consistency and quality of information provided by the departments

Previous Experience & Key Skills

Key Skills

· A good level of numerical and accountancy understanding is required along with strong management and organisational skills

· Advanced MS Excel skills are required to update and maintain the raw materials database files

· Financial software packages used regularly and extensively are CODA Financials

· Experience of systems change/development/implementation projects and knowledge of user training following system changes (and for new staff) is required

· An understanding of Inland Revenue rules regarding corporation tax, employee benefits and taxation and the Construction Industry Scheme is required to ensure compliance

· A working knowledge of VAT legislation is also necessary for dealing with input VAT documents

· Some knowledge of company law and litigation is helpful in cases of serious payment disputes

· Knowledge of accounting processes and procedures, Accounts Payable procedures (in greater detail), internal and external audit requirements, production and purchasing procedures

Reporting / Management Information

· Ensure internal KPI’s are adhered to and look at root cause where KPI’s are not met

· Ensure internal systems are accurate and kept up to date

· Weekly/Monthly objective reporting

Candidate Characteristics

· Ability to coordinate payables activities

· Development of team skills

· Strong problem-solving skills

· Dynamic

· Professional

· Analytical

· Strong communicator

· Leads by example

· Proactive

· Assertive

· Articulate

Working conditions

Office based work on standard company hours with the expectation to be flexible around periods of high workload and time-based deadlines – eg month end reporting

Physical requirements

Office based work with no unusual physical requirements to the role

Job Types: Full-time, Permanent

Salary: £25,000.00 per year

COVID-19 considerations:

Our site has COVID secure measures in place and PPE is worn and available.