Accounts Payable Administrator

About Ashbrook Roofing Supplies

Ashbrook Roofing Services is a well\-established, family\-run roofing business operating across the roofing, construction, services, property and roofing supplies sectors.

As the business continues to develop and grow, we are looking to strengthen our Finance function with the appointment of an Accounts Payable Administrator.

This is an important role within the business, combining day\-to\-day accounts payable responsibilities with broader financial administration, reporting and analysis. The successful candidate will work closely with the Managing Director, External Accountants \& Senior Management Team.

We are looking for someone who is organised, accurate and commercially aware, with a strong attention to detail and a proactive approach to financial administration.

The Role

The Accounts Payable Administrator will be responsible for the accurate and timely processing of purchase ledger and supplier transactions, ensuring that supplier accounts are maintained correctly and payments are processed in accordance with agreed terms.

In addition to the core Accounts Payable function, the role will provide wider financial support to the business, contributing to budgeting, year\-end preparation, cost control, credit control and financial analysis.

The role will assist the Managing Director and Senior Management Team in developing accurate financial information to support effective business decision\-making, improve financial control, reduce unnecessary expenditure and contribute towards the company's continued growth and profitability.

Role Purpose \& Financial Support Responsibilities

The successful candidate will provide financial support to the Managing Director and Senior Management Team, contributing to:

• Day\-to\-day financial control and reporting.


• Compilation of financial data and analysis as required to support informed business decision\-making.


• Participation in weekly finance meetings.


• Identification of opportunities to reduce waste and unnecessary expenditure.


• Supporting cost\-control initiatives and improving profitability.


• Providing accurate and timely financial information across the business.

As part of the new financial year planning process, the role will support the Managing Director and external accountants in formulating a new capital expenditure budget and developing a detailed annual strategic financial plan.

This will include contributing to initiatives designed to reduce waste, control costs, support business growth and improve overall profitability.

Key Responsibilities

Accounts Payable \& Invoice Processing

• Receive, verify and accurately process supplier invoices and credit notes into the accounting system.


• Ensure invoices have the appropriate supporting documentation and authorisation before processing.


• Check invoices for accuracy, including supplier details, purchase order information, VAT treatment and agreed pricing where applicable.


• CIS Compliance.


• Maintain accurate purchase ledger records.


• Reconcile supplier statements and investigate outstanding or disputed transactions.


• Ensure supplier accounts remain accurate and up to date.


• Identify and resolve discrepancies promptly.

Supplier Relationship Management

• Liaise with suppliers regarding invoices, account queries, payment status and discrepancies.


• Resolve supplier queries efficiently and maintain positive working relationships.


• Keep supplier account information accurate and current.


• Monitor supplier accounts to identify potential issues before they affect the business.


• Support the business in maintaining good supplier relationships and avoiding unnecessary account restrictions, late\-payment charges or disruption to supply.

Payment Processing \& Payment Planning

• Prepare and process regular supplier payment runs for multiple subsidiaries, accurately and within agreed payment terms.


• Ensure payments are properly authorised and supported by appropriate documentation.


• Support the business in avoiding unnecessary late\-payment charges and supplier account restrictions.


• Assist Accounts Receivable with the compilation of twice\-weekly reports for payment allocation and scheduling.


• Prepare information for submission to Payment Strategy Meetings with the Managing Director.


• Maintain accurate information regarding forthcoming payment commitments and cash requirements.

Purchase Ledger \& Group Accounting

• Process and reconcile purchase ledger transactions across the group's Construction, Services and Property businesses.


• Process Sales and Purchase Ledger transactions for the Supplies business.


• Ensure transactions are correctly allocated to the appropriate company, nominal code, cost centre and VAT treatment.


• Maintain accurate records across multiple entities and business functions.

Reconciliations

• Perform regular supplier statement reconciliations.


• Reconcile purchase ledger balances and account ledgers.


• Investigate and resolve discrepancies.


• Assist with wider balance sheet and control account reconciliations where required.


• Ensure financial records remain complete, accurate and properly supported.

Month\-End \& Year\-End Support

• Assist the Managing Director and external accountants with month\-end and year\-end procedures.


• Compile financial information and supporting documentation required for month\-end and year\-end processes.


• Assist with journals, including accruals and prepayments.


• Help collect and compile relevant year\-end financial data.


• Support the Managing Director and external accountants in preparing the company's financial records for year\-end review and sign\-off.


• Ensure requested information is accurate, complete and available within required deadlines.

Financial Reporting \& Analysis

Contribute to the preparation and maintenance of financial information, including:

• Monthly overhead\-cost analysis and reduction reporting.


• Cash\-flow meetings.

The successful candidate will be expected to develop an understanding of the financial information behind the business and identify trends, discrepancies and areas requiring further investigation.

VAT, Payroll \& Financial Administration

• Provide support, where required, towards the completion of company VAT returns.


• Assist with payroll\-related financial administration and information gathering.


• Maintain accurate supporting records for financial reporting and compliance purposes.


• Assist with the provision of information required by external accountants and advisers.


• Ensure financial activities are undertaken in accordance with company procedures and applicable financial requirements.

Expenses \& Company Credit Cards

• Process and monitor employee expense claims.


• Review supporting documentation and ensure expenses are appropriately authorised.


• Process and reconcile company credit card statements.


• Investigate discrepancies and ensure transactions are correctly allocated.

Budgeting \& Cost Control

Support the Managing Director and Senior Management Team with:

• Annual budget preparation.


• Identification of cost\-saving opportunities.

Contract Renewals

• Review and report annual contract renewals to the Managing Director and Senior Management Team.


• Maintain visibility of renewal dates and associated costs across all group companies.


• Support the review of contracts including insurance, contents, liability, risk and other recurring business agreements.


• Highlight forthcoming renewals, cost changes and relevant financial considerations to management.

Skills, Experience \& Qualifications

We are looking for an individual with a strong foundation in accounts payable and financial administration, together with the willingness and ability to develop into any future broader finance role.

Essential

• Previous experience within an Accounts Payable, Purchase Ledger or Finance Administration role.


• CIS (Construction Industry Scheme).


• Exposure to Sales Ledger


• Strong attention to detail and a high level of numerical accuracy.


• Good organisational and time\-management skills.


• Ability to work to deadlines and manage competing priorities.


• Good understanding of purchase ledger processes and supplier account reconciliation.


• Confident using Microsoft Excel (Office).


• Good written and verbal communication skills.


• Ability to communicate professionally with suppliers, colleagues, management and external advisers.


• Ability to handle confidential financial information appropriately.


• Proactive approach to identifying and resolving discrepancies.


• Ability to work independently while also contributing effectively to a wider Finance team.

Desirable

• Experience working across multiple companies, subsidiaries or business divisions.


• Experience within a construction, property, manufacturing, trade or similar environment.


• Experience with VAT administration.


• Experience assisting with month\-end and year\-end processes.


• Exposure to cash\-flow meetings.


• Experience using accounting software such as Xero.


• AAT qualification or relevant accounting qualification/study.


• Knowledge or study towards ACCA or another recognised accounting qualification.

Technical Development

The role provides an opportunity to develop and strengthen technical finance skills, including:

Microsoft Excel

Development towards an advanced level of Excel proficiency, including:

• Pivot tables.


• Data analysis.


• Financial reporting.


• Data reconciliation.


• Reporting automation.


• Spreadsheet\-based forecasting and analysis.

Accounting Systems

Further development and experience using accounting and business management systems, including systems such as:

• Xero.


• Khaos Control.


• Other relevant finance and business systems used within the group.

Professional Development

The company will support appropriate development of the successful candidate, which m

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