Job Title: Accounts Assistant
Company: Japanese Company
Reporting to: Finance Manager
Location: Woking
Purpose of the Role
To ensure the accuracy and integrity of financial data both within and outside the accounting system, and to support the efficient operation of the Finance Department. The role also includes deputising for the Finance Manager, particularly in credit control matters.
Candidate Profile
This role requires a proactive and adaptable individual with the following attributes:
Ability to work independently and take initiative
Strong interpersonal skills for internal and external communication
Sound judgment and decision-making based on gathered information
Effective prioritisation and attention to detail
Commitment to continuous improvement
Ability to work under pressure and meet deadlines
Team-oriented with a strong sense of loyalty and commitment
Flexible and willing to support tasks beyond core responsibilities
Solid understanding of double-entry bookkeeping and bank reconciliation
Proficient IT skills, especially in MS Office (Excel at intermediate level)
Professional communication skills, both written and verbal
Ability to present information clearly and appropriately for the audience
Understandng of Japanse culture is advantage
Key Responsibilities
Cashbook Management
Maintain accurate and timely records of receipts and payments in Sales and Purchase Ledgers
Post nominal ledger entries for cash transactions
Reconcile monthly bank statements
Generate reports from accounting software
Prepare BACS payment instructions and remittance advices
Manage petty cash in foreign currencies
Credit Control / Receivables
Maintain up-to-date Sales Ledger and CRM notes
Issue customer statements and liaise with Sales Department regarding debtors
Provide account information to Sales Department
Monitor credit limits and advise on dispatch decisions
Produce weekly debtor reports and monitor balances
Lead fortnightly credit control meetings with Sales and Operations
Obtain credit reports and trade references for new and existing customers
Draft and manage letters of demand
Act as Finance Manager’s deputy in credit control matters when required
Purchase Invoices, Payables & Expenses
Match and post supplier invoices to Purchase Orders
Coordinate payment authorisations across departments
Process BACS payments for suppliers and group companies
Communicate with suppliers and manage credit card expenses
Maintain electronic invoice and credit files
Sales Ledger
Ensure accuracy of entries made by Sales Administrators
Liaise with IT and Data Analysts to resolve issues promptly
Ensure correct posting to analysis codes in Opera system
VAT Returns
Prepare VAT analysis and submit monthly VAT returns online
Accounts Administration
Communicate professionally with customers and suppliers
Maintain filing systems and perform general admin tasks
Import & Export Transactions
Support purchase and sales departments with import/export activities, including letters of credit
Budget Monitoring
Manage foreign currency petty cash
Monitor monthly departmental expenses
Support to Department Head
Assist with month-end journal postings and reporting
Conduct research and support group reporting and performance analysis
Help with audit preparation and ad-hoc projects
Provide financial data to other departments as needed
Deputising Finance Manager
Act as deputy when requested by the Managing Director, limited to authorised responsibilities
General Responsibilities
Maintain confidentiality and objectivity in all professional dealings
Uphold professional competence and conduct
Adhere to company policies and relevant regulations
Maintain professional behaviour and integrity