Purchase Ledger Clerk

Spear-heads; Tees Valley; On-site; GBP 28,000 - 34,000; Full time

Job summary

Spear-heads is seeking an organised accounts administrator to manage supplier invoices, reconciliation, and monthly close. You will ensure all purchase invoices are authorised, coded correctly, and paid within terms, while supporting the CODAS system and batch processing.

In a fast-paced office setting, you will use MS Excel and bespoke systems, respond to supplier queries, and help implement new controls and automation, including opportunities to apply AI.

Qualifications

• Highly motivated and driven.
• Great communicator in a team environment.
• Agile and pro-active with initiative.
• System savvy and can use MS Excel and bespoke systems quickly.
• Comfortable working in an office-based environment daily.
• Professional, accurate, and diligent.
• Positive can-do attitude focused on adding value.
• Thrives in a fast-paced, accurate environment.
• Self-motivation with ability to motivate others.

Responsibilities

• Process and authorise purchase invoices to month end deadline with reconciled statements.
• Ensure non-Bulk invoices are processed and approved to CODAS by month end.
• Post and review invoices with correct GL codes.
• Maintain monthly statement reconciliation tracker.
• Review efficiencies and implement new controls & automation in PL.
• Ensure purchase invoices are paid within credit terms.
• Respond to supplier queries and disputes; manage inbox turnaround.
• Cover weekly payment run for COB Tuesday review by Financial Controller.
• Process Bulk and Third Party invoices into CODAS.
• Update the utilities tracker.
• Question purchases and avoid paying for unreceived goods/services.
• Process and reimburse employee expenses per policy.
• Explore AI opportunities to automate processes where possible.

Skills

Excellent communication

Teamwork

Agile mindset

Proactive initiative

Self-motivation

System savvy

Tools

MS Excel

Bespoke systems

CODAS (accounts package)

Job description

• Ensure all purchase orders and purchase invoices (transport, third party and overhead invoices) are authorised/processed by the month end cut off deadline and statements are reconciled with variances investigated and corrected
• Responsibility for ensuring all non-Bulk invoices (Lightyear) are processed and approved to CODAS (accounts package) by the month end deadline.
• Posting and review of all invoices ensuring accurate GL codes are used at all times
• Maintenance of the statement reconciliation tracker monthly.
• Reviewing efficiencies and implementing new controls & automation projects in the PL department ensuring smooth running.
• Responsibility to ensure all purchase invoices are passed for payment within credit terms.
• Respond to all supplier queries and disputes as required, maintain turnaround times on inbox & escape where appropriate.
• Cover for the weekly payment run is prepared in its entirety for review by the Financial Controller by COB every Tuesday
• Cover for the processing of the Bulk and Third Party invoices into the CODAS (Accounts Pakacge)
• Responsible for updating the utilities tracker
• Question all purchases and ensure we are not paying for services/goods we are not receiving.
• Processing and re-imbursement of employee expenses inline with the company expenses policy
• Looking for opportunities to adopt AI and to automate processes where possible

Person Specification

• Highly motivated and driven
• Great communicator that enjoys a team working environment
• Agile and pro-active with a lot of initiative
• System savvy and can confidently use MS, Excel and bespoke systems quickly
• Rises to new challenges
• A competent learner who can hit the ground running
• Comfortable working in an office-based environment on a daily basis
• Professional, accurate and diligent attitude
• Positive can-do attitude and focused to achieve tasks and add value
• Thrives in a fast-paced environment where speed and accuracy are both equally important
• High degree of self-motivation with an ability to motivate others and uphold the Company Values

Additional information

• Proven experience in supplier account reconciliation
• Experience and demonstrable knowledge of Excel (pivot tables, SUM etc) is essential
• Will also be expected to answer overflow calls from credit control, take customer payments or help with customer queries.