Purchase Ledger Administrator

Part time 20 hours per week (Flexibility on days) Cheltenham (onsite) 6 month fixed term contract initially with view to extend to 12 months (potentially long term) £15k circa pro rata'd salary.

Job Purpose: Contribute to achieving accurate and efficient financial operations. Ensure all processing and reconciliation of invoices are effectively controlled. Reviewing, matching, coding, querying, and posting invoices to the ledger, gaining authorisation, and reconciling supplier statements and necessary support and cover is provided for the expenses ledger. Process approximately 1500 invoices per month ensuring accurate matching to goods received notes (GRNs).

Knowledge/Experience:

• Essential: Willingness to learn with a proactive and positive approach to tasks. Highly organised, motivated, and efficient, with a strong sense of responsibility. Collaborative team player with an accurate and methodical working style. Hands-on attitude, ready to support with any task that needs completing. Strong communication skills, both written and verbal, to engage effectively with colleagues and suppliers. Ability to identify and recommend efficiencies to improve processes where appropriate.
• Desirable: Experience working within the Foodservice sector, or other similar operation. Experience as a Purchase Ledger Administrator or Sales Ledger Administrator. Experience using SWORDS preferable but not essential.

Accountabilities:

• Demonstrate a positive, customer-focused, and professional approach.
• Contribute to a diverse, inclusive, solutions-oriented, and customer service focussed culture.
• Share ideas and develop new ways of working to improve company performance and employee engagement.
• Demonstrate professionalism and deliver an awesome customer experience to both internal and external customers.
• To ensure processing and reconciliation of invoices for the stock ledger is effectively controlled. This includes reviewing, matching, coding, querying, and posting invoices to the ledger, gaining authorisation, and reconciling supplier statements and necessary support and cover is provided for the expenses ledger.
• Act as the key contact for supplier queries, ensuring timely and accurate responses.
• Process invoices accurately and efficiently, maintaining high standards of data integrity.
• Reconcile supplier statements to ensure accounts are up to date and discrepancies are resolved.
• Manage weekly payment runs and cash flow, ensuring timely payments and effective cash management.
• Post direct debits to the ledger, maintaining accurate financial records.
• Maintain and update supplier master data, including bank details, contact information and addresses, ensuring accuracy and compliance controls are followed.
• Cross-reference supplier statements against the ledger, requesting and providing supporting documentation to resolve discrepancies.
• Issue remittances and supporting documents to suppliers upon request.
• Investigate and respond to supplier queries, including payment status, entity clarification, and account discrepancies.
• Produce and manage debit notes on a regular basis, liaising with suppliers to resolve quantity or pricing discrepancies and taking appropriate action, including cancellation or adjustment where required.
• Respond to supplier payment queries promptly and professionally, ensuring resolution and maintaining strong supplier relationships.