Account Assistant

Role Purpose:

The Accounts Assistant will provide day\-to\-day administrative and transactional support to the Accounts Manager, helping to ensure customer and supplier records, invoices, payments, project information and business administration are maintained accurately and on time. The role will support the wider office and operational teams with routine administration, data entry, document management, reporting and coordination activities, helping to maintain efficient business processes and accurate records.

Key Responsibilities

Ledger \& Customer Administration

• Assist with the preparation and raising of customer invoices.


• Enter invoice information into Sage and relevant customer systems.


• Upload invoices and supporting documentation to customer portals.


• Assist with E3 invoice and drawdown administration.


• Maintain accurate customer records and filing systems.


• Allocate basic payment information and update records as instructed.


• Assist with monitoring outstanding invoices and provide information to the Accounts \& Commercial Manager.


• Respond to routine customer queries relating to invoices, bookings and account information.


• Escalate payment discrepancies and more complex queries for resolution.

• Receive, log and file supplier invoices.


• Check invoices contain the required information and supporting documentation.


• Enter approved supplier invoices into Sage as instructed.


• Assist with allocating supplier invoices to the correct projects or cost areas.


• Maintain supplier records and documentation.


• Assist with supplier statement reconciliations and identify missing invoices or discrepancies.


• Prepare information required for supplier payments.


• Liaise with suppliers regarding routine invoice and documentation queries.


• Escalate discrepancies or payment issues to the Accounts Manager.

• Receive and organise engineer and subcontractor invoices.


• Check invoices against available supporting information and agreed processes.


• Maintain accurate records of engineer and subcontractor documentation.


• File completed paperwork and supporting evidence.


• Assist with preparing information for payment applications.


• Input approved information into relevant systems.


• Highlight discrepancies or missing information for review.

• Assist with the daily input and recording of bank transactions.


• Prepare information for daily payment processing.


• Maintain accurate records of receipts and business purchases.


• Assist with month\-end bank reconciliation preparation.


• Maintain supporting documentation for payments and receipts.


• Ensure financial records are filed accurately and promptly.

• Maintain project trackers and ensure information is kept up to date.


• Update project costs, invoices and supporting information as instructed.


• Maintain project folders and documentation.


• Assist with WIP information gathering.


• Support the preparation of information for monthly reporting.


• Assist with Cadent and other client administration requests.


• Ensure required documents and information are available and correctly filed.


• Track outstanding actions and follow up with relevant colleagues where required.

• Input and maintain data across company systems and spreadsheets.


• Assist with the preparation of routine reports and trackers.


• Maintain accurate project, customer, supplier and employee information.


• Assist with sustainability data collection and reporting.


• Update monthly calendars and management trackers.


• Identify missing or incomplete information and follow up with relevant colleagues.

• Provide general administrative support to the Accounts Manager and wider management team.


• Monitor emails and action routine requests promptly.


• Scan, file and organise company documentation.


• Prepare documents, spreadsheets and correspondence as required.


• Assist with meetings, appointments and general office coordination.


• Maintain confidentiality when dealing with financial, employee and company information.


• Assist with vehicle administration, including updating records and supporting vehicle tax requirements.


• Support employee on/offboarding and administration.


• Assist with any HR \& employee administration duties


• Undertake other reasonable administrative duties required to support the business.

• Previous experience in an office administration, accounts administration or commercial support role.


• Reliable, professional, good attention to detail and able to follow established processes.


• Strong organisational skills with the ability to manage multiple tasks and deadlines.


• Good written and verbal communication skills.


• Confident using Microsoft Office, particularly Outlook, Word and Excel.


• Comfortable working with databases, spreadsheets, business systems and identifying missing information and outstanding actions.


• Comfortable dealing with customers, suppliers and colleagues professionally.


• Able to work independently while knowing when to escalate issues.

• Previous experience within an accounts or finance administration environment.


• Experience using Sage or similar accounting software.


• Experience with invoice processing or purchase/sales ledger administration.


• Experience using customer or supplier portals.


• Experience within utilities, construction, infrastructure or a similar operational environment.


• Experience with HR, fleet or general business administration.

Benefits:

• Casual dress


• Company pension


• On\-site parking

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