Job Description
The Purchase Ledger Assistant plays a vital role at the heart of the Finance team, ensuring the smooth and efficient running of the purchase-to-pay process. This is an excellent opportunity to take ownership of key financial operations, from the accurate and timely processing of supplier invoices to maintaining robust and reliable purchase ledger records that underpin the company’s financial integrity.
Working closely with the Operations team, the role offers real cross-functional exposure; collaborating to confirm goods receipt, resolve discrepancies and ensure invoices are accurately matched to purchase orders. This partnership is essential in supporting high-quality financial reporting and driving operational efficiency across the business.
In addition, the role provides responsibility for managing weekly payment runs. You will act as a key point of contact for queries, building strong external partnerships while ensuring invoices are processed and cleared for payment in a timely manner.
This position offers a great balance of autonomy and support, with regular interaction across internal departments and external stakeholders. With guidance from the Financial Accountant and the Finance Manager, it presents a strong platform for developing technical skills, gaining broad business insight, and progressing within a dynamic finance function.
Duties and Responsibilities
Principal Accountabilities
1. Timely and accurate processing of supplier invoices, including matching to purchase orders and goods received notes, ensuring adherence to company policies and approval workflows.
2. Maintenance of the Purchase Ledger, ensuring all transactions are recorded accurately and ledgers are up to date at all times.
3. Regular reconciliation of supplier statements, investigating and resolving discrepancies in a timely manner to maintain accurate creditor balances.
4. Ownership of supplier accounts, acting as the primary point of contact for queries and ensuring issues are resolved efficiently and professionally.
5. Proactive management of supplier queries, liaising with internal departments (e.g. supply chain, operations, finance) to achieve resolution and prevent recurrence.
6. Preparation and execution of weekly and monthly payment runs (UK and international), ensuring payments are accurate, authorised and processed in line with agreed terms and cash flow requirements.
7. Administration of international payments, including specific responsibility for German payment runs and payroll file uploads, ensuring compliance with local requirements and deadlines.
8. Processing of employee timesheets, ensuring accuracy, completeness and timely submission, and resolving any discrepancies with relevant stakeholders.
9. Management of disputed invoices and ensuring proper documentation and follow-up until resolution.
10. Processing and monitoring of credit notes, returns and adjustments, ensuring correct financial treatment and timely resolution.
11. Ensuring compliance with internal controls, financial procedures, and audit requirements, maintaining appropriate documentation and audit trails at all times.
12. Supporting month-end processes, including accruals, reporting and ledger close activities as required.
13. Maintaining accurate supplier master data, ensuring changes are properly authorised and recorded in line with controls.
14. Identifying opportunities to improve processes, increase efficiency and reduce errors within the Purchase Ledger function.
15. Supporting system improvements, implementations, or testing activities related to accounts payable processes.
16. Building and maintaining strong working relationships with suppliers and internal stakeholders to support smooth financial operations.
17. Providing support to the wider finance team and contributing to ad hoc tasks and projects as required.
Key Skills and Requirements
Key Personal Attributes
18. Excellent communication and interpersonal skills.
19. Strong attention to detail and accuracy.
20. Proactive, positive, and solution-focused approach.
21. Ability to work independently and collaboratively as part of a team.
22. Flexible and adaptable approach to working hours and tasks.
23. Strong problem-solving skills with a focus on delivering results.
Qualifications and Experience
Experience
24. Proficient experience in purchase ledger within a high-volume environment.
25. Experience working with international suppliers and customers is desirable.
26. Experience in the manufacturing sector is advantageous.
27. IT literate, with proficiency in Microsoft Office applications, including Access, Word, and Excel.
28. Experience using MRP or ERP systems.
29. Strong ability to communicate and collaborate across all levels of an organisation.
Eligibility for Employment in the UK
In accordance with current legislative requirements within the UK, any successful applicant must produce verification of their eligibility to live and work in the UK. Such verification should be taken in advance of the employment start date and the applicant will be unable to start in their role until this has been received by Synectics.
Our Commitment to Equality and Diversity
Synectics plc and its subsidiaries are committed to promoting equal opportunities in employment and in our employment policies for recruitment, selection, training, development and promotion. Such policies are in place to ensure that both job applicants and employees of Synectics receive equal treatment regardless of age, disability, gender reassignment, marital or civil partnership status, pregnancy and maternity, race, religion or belief, sex or sexual orientation.