PURCHASE LEDGER ASSISTANT

I & H Brown Limited; Perth; On-site; GBP 21,000 - 28,000; Full time

Job summary

I & H Brown Limited is seeking a detail-oriented Purchase Ledger Assistant to join our Perth-based Finance team. You will handle invoices, GRNs, timesheets, and plant sheets, ensuring accurate posting to COINs and timely supplier payments.

You will work closely with Finance, Buying and project teams, maintaining records, resolving queries, and providing broad administrative support to sustain Civils contracts’ financial administration.

Qualifications

• Previous experience in an administrative, finance or accounts-related role.
• Good numerical skills with a high level of accuracy and attention to detail.
• Good organisational skills with the ability to prioritise workload and meet deadlines.
• Confident IT skills, including Microsoft Office, particularly Outlook and Excel.
• Ability to accurately process and maintain financial and administrative records.
• Good written and verbal communication skills.
• Ability to communicate effectively with colleagues across Finance, Buying and operational/site teams.
• Ability to investigate queries, identify discrepancies and follow them through to resolution.

Responsibilities

• Manage incoming purchase ledger invoices and correspondence received via the Purchase Ledger email inbox, Open ECX system and post, ensuring documents are stored and distributed appropriately.
• Process Goods Received Notes (GRNs), timesheets, plant sheets and purchase invoices onto the COINs finance system for allocated Civils contracts.
• Provide processing support across other Civils contracts during busy periods or periods of absence, as directed by the Cost Reporting Coordinator.
• Ensure all purchase ledger documentation is processed within required timescales to support financial reporting and supplier payment deadlines.
• Investigate and resolve queries relating to purchase orders, GRNs, timesheets, plant sheets and invoices, liaising with Site Administrators, Buyers, site teams and other colleagues as required.
• Ensure invoice queries are followed through to resolution to enable accurate and timely processing through to payment.
• Provide cover and support for Purchase Ledger payment runs when required.
• Maintain accurate and organised financial and administrative records and filing systems.
• Monitor the Purchase Ledger inbox, distributing correspondence to the appropriate colleague and responding to enquiries where appropriate.
• Provide general administrative support to the Finance team and wider business as required.

Skills

Administrative experience

Numerical skills

Organisational skills

IT skills

Attention to detail

Communication skills

Team collaboration

Problem solving

Tools

COINs

Outlook

Excel

Microsoft Office

Job description

We are looking for a Purchase Ledger Assistant to join our Finance team in Perth. This is a great opportunity for an organised and detail-focused individual to support the day-to‑day running of our Purchase Ledger function. Working as part of the wider Finance team, you will be responsible for processing invoices and financial documentation, resolving queries and helping to ensure accurate and timely payments across our Civils projects. You’ll also provide general administrative support and work closely with colleagues across the business.

Job Title

PURCHASE LEDGER ASSISTANT

location

Perth, Scotland

Competitive based on knowledge and experience

overview

As part of our busy Finance team, the Purchase Ledger Assistant will play an important role in supporting the financial administration of our Civils projects. The role requires someone who is organised, accurate and comfortable working with a high volume of financial information while managing competing deadlines. Working closely with colleagues across Finance, Buying and our project teams, you will help ensure information is processed accurately, queries are resolved efficiently, and our purchase ledger processes run smoothly. This would suit someone with finance or administrative experience who enjoys working as part of a team and is keen to develop their experience within a growing civil engineering business.

key responsibilities

• Manage incoming purchase ledger invoices and correspondence received via the Purchase Ledger email inbox, Open ECX system and post, ensuring documents are stored and distributed appropriately.
• Process Goods Received Notes (GRNs), timesheets, plant sheets and purchase invoices accurately and promptly onto the Company’s finance system (COINs) for allocated Civils contracts.
• Provide processing support across other Civils contracts during busy periods or periods of absence, as directed by the Cost Reporting Coordinator.
• Ensure all purchase ledger documentation is processed within required timescales to support financial reporting and supplier payment deadlines.
• Investigate and resolve queries relating to purchase orders, GRNs, timesheets, plant sheets and invoices, liaising with Site Administrators, Buyers, site teams and other relevant colleagues as required.
• Ensure invoice queries are followed through to resolution to enable accurate and timely processing through to payment.
• Provide cover and support for Purchase Ledger payment runs when required.
• Support the administration of Company utilities, including maintaining records for telephone, electricity, gas and water costs.
• Coordinate the collection and submission of meter readings and check utility invoices for accuracy.
• Liaise with utility suppliers to resolve billing or supply queries and obtain new quotations where required.
• Maintain accurate and organised financial and administrative records and filing systems.
• Monitor the Purchase Ledger inbox, distributing correspondence to the appropriate colleague and responding to enquiries where appropriate.
• Provide general administrative support to the Finance team and wider business as required.
• Provide occasional telephone and visitor cover as part of the wider front-office team during periods of reception absence.
• Work collaboratively with colleagues across Finance, Buying and site teams to support the efficient operation of the Purchase Ledger function.
• To be aware of all Company Safety, Health, Environmental and Quality (SHEQ) policies, procedures, and management systems. To ensure their application as they relate to your areas of responsibility.
• Attend training and development activities as required.
• Undertake any such duties which, maybe ascribed to the role (from time to time)

Skill, knowledge, and experiences

Essential

• Previous experience in an administrative, finance or accounts-related role
• Good numerical skills with a high level of accuracy and attention to detail
• Good organisational skills with the ability to prioritise workload and meet deadlines
• Confident IT skills, including Microsoft Office, particularly Outlook and Excel
• Ability to accurately process and maintain financial and administrative records
• Good written and verbal communication skills
• Ability to communicate effectively with colleagues across Finance, Buying and operational/site teams
• Ability to investigate queries, identify discrepancies and follow them through to resolution
• Ability to work effectively as part of a team while managing an allocated workload independently

Desirable

• Previous experience working within a Purchase Ledger/Accounts Payable function
• Relevant training or experience in construction administration or finance would be beneficial.
• Experience using COINs or a similar construction/finance management system
• Knowledge or experience of processing GRNs, timesheets, plant sheets and purchase invoices
• Understanding of purchase ledger payment processes and payment runs