Account Assistant/Sales Support
Account Assistant/Sales Support
Location: Aztec West
Hours: Monday - Friday 37.5 hrs (early finish Friday)
Accounts Duties
70% of the Role
Supporting Part time Book Keeper
VAT & EC Sales List
• Preparation of the monthly VAT return and EC Sales list, ensuring both are accurate and submitted to HMRC on time.
Purchase Ledger
• Process the confidential and pay related purchase ledger invoices
• Assist staff with non-standard purchase ledger processing queries as they arise
• Process payment runs, ensuring maximum creditors days taken without risk to supply
Sales Ledger
• Advise sales order processing team when customer payments are received, as well as when payments are overdue and require credit control action
• Code sales invoices in nominal ledger to ensure correct product and customer classification
• Manage sales postings to ensure that revenue is only recognised in line with company policy and not earlier/later
Fixed Assets
• Ensure that purchases that meet the company's capital requisition policy are added to the capital register and nominal ledger correctly, and that they have had the correct internal purchase authorisation
Cash Management
• Raise ad-hoc/immediate payments for VAT/Duty on imported goods as and when necessary, ensuring that the goods are released for prompt delivery
• Monitor GBP bank balance and arrange periodic USD currency swaps with parent company to ensure sterling bank account balance will cover short term GBP spend
• Arrange payroll related payments to employees, pension provider etc.
Month End
• Review postings in period and correct any errors found in coding
• Maintain ledger periods and FX rates
• Revalue foreign currency balances to new months FX rates (provided by parent company). Some revaluations are automated by Sage, whilst others require manual valuation and journals
• Calculate and post accruals and prepayments
• Post monthly fixed asset depreciation
• Perform nominal ledger reconciliations for Bank, VAT and payroll accounts
• Ensure correct commission booked and/or accrued to match revenue recognised in the period
• Ensure that accounts to Trial Balance, including the transactions listed above, are available for the Interim Finance Director by 3pm on Day 1 of the accounting period (always a Monday).
Annual audit
• Assist with the annual audit by providing the auditors with information requested, usually carried out in August/September each year
Procedures
• Identify areas where best practice can be implemented
• Ensure accounting procedures are maintained and updated when necessary
Qualities/Experience
Attention to detail
Confidentiality
Adhering to critical deadlines, both internal and external
Ability to self-manage priorities
Experience of imports/exports and dealing with multiple currencies
Software packages used
Excel
Sage
Sales Support Administrator Duties
30% of the Role
Supporting Product Marketing Engineer
• Preparing, and generating Quotations.
• Managing Customer Purchase Order process, from creating sales orders, through to order acknowledgement.
• Arrange collection and shipment of our systems. Including producing shipping documentation, liaising with both freight forwarder and expeditors.
This includes preparing Commercial invoices, packing list, export documents, collection sign off documentation, delivery addresses, call ahead documentation, and collection inspection sheets.
• Ensuring all documents are uploaded to the company's internet in a timely manner, including updating Import Export file.
• Management of system Acceptance status files.
• Document control through customer portals.
• Raise product invoices.
• Carry out credit control tasks when required to ensure customers pay in a timely manner
Location: Aztec West
Hours: Monday - Friday 37.5 hrs (early finish Friday)
Accounts Duties
70% of the Role
Supporting Part time Book Keeper
VAT & EC Sales List
• Preparation of the monthly VAT return and EC Sales list, ensuring both are accurate and submitted to HMRC on time.
Purchase Ledger
• Process the confidential and pay related purchase ledger invoices
• Assist staff with non-standard purchase ledger processing queries as they arise
• Process payment runs, ensuring maximum creditors days taken without risk to supply
Sales Ledger
• Advise sales order processing team when customer payments are received, as well as when payments are overdue and require credit control action
• Code sales invoices in nominal ledger to ensure correct product and customer classification
• Manage sales postings to ensure that revenue is only recognised in line with company policy and not earlier/later
Fixed Assets
• Ensure that purchases that meet the company's capital requisition policy are added to the capital register and nominal ledger correctly, and that they have had the correct internal purchase authorisation
Cash Management
• Raise ad-hoc/immediate payments for VAT/Duty on imported goods as and when necessary, ensuring that the goods are released for prompt delivery
• Monitor GBP bank balance and arrange periodic USD currency swaps with parent company to ensure sterling bank account balance will cover short term GBP spend
• Arrange payroll related payments to employees, pension provider etc.
Month End
• Review postings in period and correct any errors found in coding
• Maintain ledger periods and FX rates
• Revalue foreign currency balances to new months FX rates (provided by parent company). Some revaluations are automated by Sage, whilst others require manual valuation and journals
• Calculate and post accruals and prepayments
• Post monthly fixed asset depreciation
• Perform nominal ledger reconciliations for Bank, VAT and payroll accounts
• Ensure correct commission booked and/or accrued to match revenue recognised in the period
• Ensure that accounts to Trial Balance, including the transactions listed above, are available for the Interim Finance Director by 3pm on Day 1 of the accounting period (always a Monday).
Annual audit
• Assist with the annual audit by providing the auditors with information requested, usually carried out in August/September each year
Procedures
• Identify areas where best practice can be implemented
• Ensure accounting procedures are maintained and updated when necessary
Qualities/Experience
Attention to detail
Confidentiality
Adhering to critical deadlines, both internal and external
Ability to self-manage priorities
Experience of imports/exports and dealing with multiple currencies
Software packages used
Excel
Sage
Sales Support Administrator Duties
30% of the Role
Supporting Product Marketing Engineer
• Preparing, and generating Quotations.
• Managing Customer Purchase Order process, from creating sales orders, through to order acknowledgement.
• Arrange collection and shipment of our systems. Including producing shipping documentation, liaising with both freight forwarder and expeditors.
This includes preparing Commercial invoices, packing list, export documents, collection sign off documentation, delivery addresses, call ahead documentation, and collection inspection sheets.
• Ensuring all documents are uploaded to the company's internet in a timely manner, including updating Import Export file.
• Management of system Acceptance status files.
• Document control through customer portals.
• Raise product invoices.
• Carry out credit control tasks when required to ensure customers pay in a timely manner