Purchase Ledger Controller

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Location: London / Home Counties
Sector: Construction
Salary: TBC

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Job Description:
Purchase Ledger & Supplier Management
• Monitor and manage the Finance inbox, dealing with supplier invoices, payment requests, statements and account queries.
• Receive, process, code and accurately enter supplier invoices into Sage.
• Allocate expenditure to the correct nominal codes, departments and cost centres.
• Manage invoice approval workflows and proactively follow up outstanding approvals to prevent payment delays.
• Verify invoices relating to haulage, tipping, aggregates and other services against agreed rates, operational records and supporting documentation.
• Maintain accurate supplier accounts and investigate and resolve discrepancies, credits, duplicate invoices and unusual balances.
• Reconcile supplier statements to the purchase ledger and investigate and resolve differences promptly.
• Monitor aged creditors and ensure suppliers are paid in accordance with agreed payment terms.
• Process supplier onboarding documentation and ensure new supplier accounts are set up accurately and in accordance with company procedures.
• Maintain accurate and up-to-date purchase ledger records at all times.
• Work closely with the Finance Manager and Finance Director to provide accurate purchase ledger information and analysis as required.
• Prepare purchase ledger reports and analysis accurately, on time and within tight reporting deadlines.
• Identify and investigate unusual balances, significant movements, outstanding invoices and other purchase ledger issues, providing explanations where required.
Payments & Financial Controls
• Prepare weekly and ad hoc supplier payment runs, ensuring invoices have been appropriately authorised before payment.
• Verify supplier details and complete appropriate due diligence, including independent verification of new or amended bank details, to minimise the risk of payment fraud.
• Process and allocate Direct Debits, recurring payments and other bank transactions.
• Maintain appropriate supporting documentation and a clear audit trail for invoices and payments.
• Ensure company financial controls and approval procedures are followed at all times.
• Escalate unusual transactions, discrepancies or potential control issues to the Finance Manager where appropriate.
Bank, Credit Card & Account Reconciliations
• Complete regular bank reconciliations, ensuring transactions are accurately recorded and allocated.
• Reconcile monthly company credit card statements, ensuring expenditure is correctly coded and supported by appropriate receipts or documentation.
• Investigate and resolve unreconciled transactions and discrepancies in a timely manner.
• Assist with purchase ledger and other balance sheet reconciliations as part of the month-end process.
Customer Invoicing & Recharges
• Review supplier invoices to identify costs that need to be recharged to customers.
• Check the rates to be charged to customers and ensure the appropriate margin is being achieved.
• Investigate any differences between supplier costs, customer charge rates and expected margins.
• Raise customer recharge invoices where required, ensuring they are accurate and supported by the appropriate supplier invoices and other relevant documentation.
• Ensure customer recharges are raised promptly so that rechargeable costs are not missed or delayed.
Month-End, Reporting & Finance Administration
• Assist with month-end procedures and reconciliations to ensure accurate and timely financial reporting.
• Ensure purchase ledger information is complete, accurate and ready within agreed month-end deadlines.
• Provide accurate purchase ledger analysis and supporting information to the Finance Manager and Finance Director within required reporting timescales.
• Investigate purchase ledger variances and provide clear explanations and supporting information when requested.
• Provide supporting information and documentation for Finance management, auditors and other stakeholders when required.
• Support card payment processing and other ad hoc finance requests.
• Respond promptly and professionally to queries received by telephone, email and other communication channels.
• Maintain accurate, complete and well-organised financial records.

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Requirements:

• • Previous experience in a Purchase Ledger, Accounts Payable, Accounts Assistant or similar finance role.
• • A good understanding of purchase ledger processes and supplier account management.
• • Experience processing supplier invoices and preparing supplier payments.
• • Experience performing supplier statement and bank reconciliations.
• • The ability to analyse purchase ledger information, identify discrepancies and provide accurate supporting information.
• • Strong attention to detail with a consistently high level of accuracy.
• • Good organisational and time-management skills, with the ability to prioritise competing demands and work effectively to tight deadlines.
• • Experience using accounting software; Sage experience would be advantageous.
• • Good Microsoft Excel and general IT skills.
• • Confident written and verbal communication skills.
• • The ability to communicate professionally with suppliers, customers, managers and colleagues.
• • A proactive approach to investigating discrepancies and following up outstanding information.

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