Purchase Ledger Administrator

MHA Macintyre Hudson LLP; Milton Keynes; On-site; GBP 22,000 - 28,000; Full time

Job summary

MHA Macintyre Hudson LLP is seeking a Purchase Ledger Administrator to manage end-to-end supplier invoicing, payments, and VAT for the firm in the Milton Keynes area.

You will process invoices in SAP, log unauthorised invoices, ensure correct coding, and perform month-end procedures in line with deadlines, while maintaining strong internal stakeholder relationships.

Qualifications

• Strong numerical and reconciliation skills.
• Experience with purchase ledger and VAT processes.
• Excellent communication at all staff levels.
• Proactive problem solving and efficiency focus.

Responsibilities

• Collate, record and process all invoices, including foreign invoices and company credit cards.
• Process supplier invoices via SAP system in a timely manner.
• Log unauthorised invoices as purchase orders via SAP and distribute for authorisation.
• Review coding on authorised invoices and obtain correct coding as required.
• Process twice monthly payment runs via BACS and weekly foreign payments.
• Undertake month end procedures and reconciliations within deadlines.

Skills

Attention to detail

Numeracy

Communication

IT literacy

Tools

SAP

Excel

SAP Concur

Job description

• Collate, record and process all invoices, foreign invoices and company credit cards for the firm in a timely manner, ensuring the correct coding and authorisation.
• Payment of suppliers within the constraints of supplier payment terms and the firm's cash flow., Sort and distribute the post within the department.
• Process all supplier invoices via the SAP system in a timely manner.
• Log unauthorised invoices as purchase orders via SAP system in a timely manner and distribute to the relevant offices for authorisation.
• Review of coding on authorised invoices, query where necessary and obtain correct coding as required.
• Weekly review of purchase order listing and chase outstanding invoices as required
• Monthly review of supplier accounts, resolving queries, obtaining invoices and matching of payments.
• Processing of twice monthly payment runs via BACS throughout the month.
• Processing of weekly foreign payment run.
• Filing of invoices, payment runs, etc.
• Processing of disbursements derived from the purchase ledgers into time/recording system (CCH).
• Co-ordinating with the Financial Accountants for the setting up of any new direct debits.
• Liaising with the utilities broker for new utilities contracts and resolving billing issues
• Resolving queries from suppliers and internal departments via phone and email.
• Undertaking month end procedures and reconciliations within the given deadlines. Including posting of intercompany invoices, invoice and utility accruals.
• Process all cloud accounting invoices and related disbursements.
• Review of procurement company's consolidated invoice and liaise with their finance department to resolve billing queries.
• Review of VAT on all documents processed via purchase ledger ensuring the correct amount is claimed and the correct coding is used within the accounting system.
• Process partner and staff expenses via the SAP Concur Expenses system ensuring all receipts are included and claims are within the Firm's expense policy.
• Preparation of the quarterly payment forecast for inclusion within the cash flow forecast for financial director.
• Collate data from the offices regarding Institute subscriptions, compare with invoices, reconcile and make annual payments.
• Provision of purchase analysis as requested.
• Involvement in ongoing projects. E.g., Invoice authorisation automation, etc. Good knowledge of purchase ledger systems.
• Good knowledge of VAT (essential).
• Good organisation skills.
• Ability to prioritise own workload to ensure that all deadlines are met.
• Ability to communicate well with all levels of staff across the group companies.
• IT literate - Excel, Word and SAP (although SAP not essential).
• Ability to analyse and reconcile data to answer queries on supplier and nominal ledger accounts.
• Ability to think "outside of the box".
• Proactive attitude - constantly looking for efficiencies and ways to implement. At MHA, we're about people first - our people, our clients, and the communities we serve. As one of the UK's top 13 accountancy firms and a proud member of Baker Tilly International, the 9th largest network in the world, we are a hub of global knowledge with a strong local commitment. Our people-focused approach truly sets us apart. Here, you won't just be another face in the firm; you'll be part of an ambitious, driven team dedicated to continuous learning and growth. We invest in our people because they are the foundation of our success. With access to unparalleled resources and award-winning development programmes, you'll have the freedom to shape your career while making a meaningful impact. We take immense pride in being awarded gold for Investors in People. This recognition reflects our deep commitment to nurturing talent and ensuring every individual feels valued and supported. Here, You'll Go Beyond Numbers We're looking for a Purchase Ledger Administrator who thrives in a dynamic environment and embraces the chance to tackle complex challenges. At MHA, you'll be surrounded by passionate professionals who are dedicated to making a difference.