Job Purpose: The Purchase Ledger Clerk is responsible for maintaining the accuracy and integrity of the company’s accounts payable function. This role involves processing and coding supplier invoices, matching them to purchase orders and delivery notes, and ensuring timely and accurate payments to suppliers. The Purchase Ledger Clerk will also be responsible for reconciling supplier statements, resolving invoice queries, and maintaining up-to-date records within the accounting system. Strong attention to detail, good communication skills, and the ability to work to deadlines are essential, as the role supports the wider finance team and contributes to the efficient financial operation of the business.
Key Accountabilities
• Accurately process and code high volume of purchase invoices, ensuring they are matched to purchase orders and delivery notes where applicable.
• Maintain the purchase ledger by recording all transactions in a timely and accurate manner.
• Prepare and process supplier payment runs in accordance with company payment schedules and terms.
• Reconcile supplier statements, investigate discrepancies, and resolve invoice or payment queries promptly.
• Liaise with suppliers and internal departments to ensure smooth resolution of issues and maintain strong supplier relationships.
• Ensure all purchase ledger documentation is filed and stored in line with company policies and audit requirements.
• Support the accounts team with ad hoc administrative and financial tasks as required.
Person Specification
Experience and knowledge
* Previous experience working in an accounts department or similar finance role.
* Strong numerical skills and attention to detail.
* Proficient in Microsoft Excel and other Microsoft Office applications.
* Ability to process high volumes of invoices accurately and efficiently.
* Strong organisational and time management skills with the ability to meet deadlines.
* Excellent written and verbal communication skills.
* Ability to work independently as well as part of a team.
* Professional, reliable, and trustworthy, with a strong sense of confidentiality when handling financial data.
* A proactive approach to problem-solving and resolving discrepancies.
* Familiarity with UK VAT rules and how they apply to supplier invoicing and accounts payable.
* Understanding of HMRC regulations relating to payments and invoicing.
* Experience working with BACS and other UK payment systems.
* Ability to contribute to process improvements and efficiency within the purchase ledger function.
* Attention to Detail: Consistently produces accurate work, identifying and correcting errors before they cause issues.
* Organisation and Time Management: Manages workload effectively, meets deadlines, and prioritises tasks in a busy finance environment.
* Numeracy: Demonstrates strong numerical ability when processing invoices and reconciling accounts.
* Communication: Communicates clearly and professionally with suppliers and colleagues, both verbally and in writing.
* Problem Solving: Proactively identifies issues such as invoice discrepancies and works methodically to resolve them.
* IT Proficiency: Confident in using finance systems and Microsoft Office applications, especially Excel.
* Teamwork: Works collaboratively within the finance team, supporting others and contributing to shared goals.
* Confidentiality and Integrity: Handles sensitive financial information with discretion and professionalism.
* Adaptability: Responds positively to change, new systems, or revised processes within the finance function.
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