Sales Ledger Assistant - Burton-On-Trent, United Kingdom - Automated Control Solutions Ltd

Description

JOB DESCRIPTION

Job Title Sales Ledger Assistant


Responsible to The Company Secretary


Hours of Work Approx 20 Hours per week, part time


Located at Head Office, Burton on Trent. DE13 9PD


Who are we?

Formed in 1998, Automated Control Solutions is an industrial engineering/technology company that provides solutions to some of the most successful organisations in the Food, Beverage, Chemical, Pharmaceutical, Automotive and Utilities industries in the U.K.

and worldwide.

The company is headquartered in Burton upon Trent and currently employs approximately thirty full time staff.


Purpose of Job
The company has grown substantially in the last few years and administration duties have increased as a result. The existing administration team is very small and as such we are looking to expand the team.

Working closely with the Company Secretary, you will be responsible for the sales ledger and any reconciliations in this respect.

Hours of Work/Flexibility

At present it is estimated that the duties covered by this new role can be undertaken on a part-time basis.

We have estimated approximately 20 hours a week.

We can offer a high degree of flexibility in working arrangements, spreading the working hours across three, four or five days a week.

Scope of Job
The role involves a range of activities to support the sales ledger function within the


Administration team, this will include:

• Being the first point of contact for raising sales/income invoices and credit control.
• Answering queries form customers and internal staff in relation to sales invoices or credit control.
• Reconciliation of the debtors control account and detailed debtors listing by reconciling payments received to the income invoices raised.
• Working with colleagues to obtain purchase orders and answer queries/support the work of the team by raising timely invoices.

Key Responsibilities

Sales Ledger

• Produce all sales ledger invoices/payment request on a timely manner.
• Produce adequate credit control reports to show statistical information on the sales / income due and the sales ledger.
• Provide monthly data reports on income due.

Credit control & customer statements

• Work with colleagues from the engineering divisions to enable the smooth running of the credit control function to guarantee timely receipt of all income.
• Generate customer statements monthly and answer queries from customers/internal colleagues in relation to these.
• Produce adequate credit control reports to show statistical information on the sales / income due and the sales ledger.

Other

• Undertake other duties that may from time to time be necessary, that are compatible with the nature of this post.
• Monthly Reconciliation of Credit Card Statements and Daily Reconciliation of Bank

Transactions.

• Responsible for the checking and signing off on staff expense/mileage claims in accordance with the expenses policy.
• Filing of Customer Purchase Orders, both paper and digital.

Expectations

The post holder is expected to:

• Always comply with legal and industry guidelines (as directed), such as the Data

Protection Act (GDPR) etc

• Provide cover for colleagues
• Maintain relevant systems and processes, internal reporting (e.g., financial transaction listing/analysis, KPIs)
• Undertake other duties that may be necessary and compatible with the nature of this post, and this will require flexibility in undertaking the role.
• Always maintain an appropriate level of confidentiality.

Essential Criteria

• Substantial experience of processing sales ledger invoices and claims into a computerised accounting system.
• Substantial experience of credit control and sending statements to customers.
• Substantial experience of maintaining customer records on a computerized accounting system.
• Experience of working with reconciliations of debtor and bank accounts as may be necessary.

Skills

• Excellent verbal and written communication skills enabling you to work with colleagues at all levels within the business and explain financial issues to colleagues and external suppliers and clients with a nonfinance background.
• Excellent negotiation and interpersonal skills and an excellent telephone manner to talk to stakeholders both internal and external.
• Good IT skills including the use of Microsoft Excel, Word and Outlook.
• Excellent skills of using accounting software and associated reporting tools.

Experience of Sage 50 Accounts an advantage.

• Excellent selfmanagement skills to work independently and as part of a team, using own initiative and being flexible and adaptable.
• Flexible and supportive approach to team working.
• Proactive approach and willingness to develop and document financial systems, processes, and procedures.
• Excellent analytical and problemsolving skills.
• Ability to work on routine tasks with minimum supervision and communicate any problems as and when they arise.
• Experien