Finance Administrator

Confidential; York and North Yorkshire; On-site; GBP 22,000 - 28,000; Full time

Job summary

Confidential is seeking a Finance Administrator on a 12-month fixed-term contract to support daily financial operations, processing sales and purchasing transactions, invoicing, and month-end reporting. You will work closely with the Finance team to ensure accuracy and timely processing across ledgers and expenses.

The role covers order entry through invoicing, supplier invoices, credit claims, and export documentation, with close collaboration across sales, logistics, and operations.

Qualifications

• Understanding of purchase and sales ledgers and credit control processes.
• Experience in order processing and invoicing.
• Knowledge of export documentation and international shipping beneficial.
• Willingness to learn and develop in finance.

Responsibilities

• Manage sales orders from receipt to completion, including commercial and export orders.
• Monitor order progress and coordinate with sales, logistics, and operations.
• Prepare and maintain export documentation such as invoices and packing lists.
• Review orders before invoicing and issue customer invoices.
• Administer customer credit claims with proper controls.
• Process purchase orders and supplier invoices with correct coding and approvals.
• Match supplier invoices to POs and delivery records; investigate discrepancies.
• Review employee expenses and ensure receipts and coding are correct.
• Support month-end close and production of monthly management accounts.
• Reconcile sales, credit notes, purchases, and supplier accounts.
• Develop relationships with customers, suppliers, and colleagues.
• Adhere to financial controls and participate in continual learning.
• Utilise Excel and ERP systems to maintain accuracy.

Skills

Purchase ledger

Sales ledger

Credit control

Order processing

Invoices

Accounts payable

Accounts receivable

Excel

ERP systems

Expense management

Education

AAT qualification in progress

Tools

ERP systems

Job description

Finance Administrator (12 Month FTC)

As a key member of the Finance team, you will contribute to the efficient running of daily financial operations by ensuring sales and purchasing transactions are processed accurately and within agreed timescales. The role involves supporting the full sales order cycle, from order entry through to invoicing, while also assisting with purchasing activities, expense management, reconciliations, and month‑end reporting.

Department: Finance
Reporting To: Financial Controller
Contract: 12-Month Fixed-Term Contract (with potential for extension)
Salary: Competitive
Working Hours: Monday to Friday, 8:30am - 5:00pm

Key Responsibilities

• Assist in managing sales orders from initial receipt through to completion, including both commercial and export orders, ensuring accurate data entry and compliance with internal procedures.
• Monitor the progress of orders and work closely with colleagues across sales, logistics, and operations to help ensure products are delivered efficiently and on schedule.
• Support the preparation and maintenance of export documentation, including commercial invoices, packing lists, and other compliance‑related paperwork.
• Review completed sales orders and verify quantities, pricing, and supporting documentation before they are released for invoicing.
• Produce and issue customer invoices in accordance with agreed customer terms and timelines.
• Assist with the administration of customer credit claims, ensuring appropriate controls and approval processes are followed.
• Support the processing of purchase orders and supplier invoices, ensuring correct coding and authorisation requirements are met.
• Match supplier invoices to purchase orders and delivery records, investigating and resolving discrepancies with suppliers and internal stakeholders where required.
• Review employee expenses to ensure claims comply with company policy and are supported by appropriate receipts and coding information.
• Provide assistance during the month‑end close process, ensuring sales and purchasing transactions are accurately recorded and completed on time.
• Support reconciliation activities across sales, credit notes, purchases, and supplier accounts.
• Help prepare information and reports to support the production of monthly management accounts.
• Develop effective working relationships with customers, suppliers, and colleagues, providing clear communication and support to resolve day‑to‑day queries.
• Adhere to established financial controls and procedures, demonstrating a proactive approach to learning and professional development.
• Utilise Microsoft Office applications, particularly Excel, along with finance and ERP systems to maintain accuracy and efficiency in daily tasks.

Skills, Knowledge & Experience

• Good understanding of purchase ledger, sales ledger, and credit control processes.
• Previous experience in order processing, invoicing, accounts payable, accounts receivable, or a similar finance or administrative role.
• An AAT qualification, or current studies towards one, would be advantageous, particularly for candidates looking to progress their career within finance.
• Knowledge of export documentation and international shipping processes would be beneficial but is not essential, as training can be provided.