Finance Administrator

Job Purpose

The Finance Administrator is an integral part of the team, performing accounting and clerical tasks for the maintenance and processing of transactions, as well as providing processing support to the Accounts Payable function. Responsible for supporting month-end process and ad-hoc assignments.

Responsible for processing invoices received for payment for all related businesses, and for undertaking the payment of creditors in an accurate, efficient, and timely manner.

A passion for numbers, accuracy, and skills in calculating figures is essential, along with keen attention to detail and able to understand and follow processes.

Business Overview

Lucy Electric is an international leader in intelligent secondary power distribution products and solutions, with features such as remote operation and monitoring. Linking energy generation to consumption, the business specialises in high-performance medium and low-voltage switchgear for utility, industrial and commercial applications.

Job Dimensions

To undertake duties and responsibilities as required/instructed, in a timely manner, ensuring all deadlines are met.

Key Accountabilities

Month-end process

• Perform month-end processing tasks and reconciliations
• Process staff claims
• Perform company credit card reconciliations
• Allocate operating costs to respective business units
• Ensure the appropriate controls are in place and followed
• Reconcile supplier and customer statements monthly
• Liaise with external and internal audit

Financial Reporting and planning

• Preparation of monthly management reports pack
• Preparation of cash forecasts

Invoice Processing

• Match invoices to purchase orders and goods received notes, using 3-way matching, and process on the D365 Purchase Ledger
• Prepare and assign non-product invoices for approval via the TAPS / Capture system. Process authorised invoices on the D365 Purchase Ledger
• Ensure invoices are received from bona-fide suppliers, are correctly calculated (including VAT) and sufficiently detailed
• Perform an initial check on the coding of purchase invoices and expenses
• Check to ensure that budget holders only approve invoices within the limits granted to them according to the Delegation of Authority
• Follow up disputed invoices with budget holders and suppliers and ensure disputes are resolved in the best interests of the company
• Manage and record batch transaction processing on the D365 finance system

Payment Processing

• Generate payments schedules for authorisation i.e. UK BACs, cheques, and foreign currency HSBCNet transfers
• Ensure payments are made only after they are properly authorised
• Pay suppliers in the most cost-efficient way
• Ensure urgent payments are made quickly and efficiently, and after proper approval has been obtained
• Ensure all outstanding invoices are processed before purchase ledger close down dates
• Ensure budget-holders are aware of purchase ledger close down dates and the last date invoices can be received to be included in a payment run

Additional Responsibilities

Covering Management Accountant / Finance Administrator / Purchase Ledger Supervisor when on annual leave. Dealing with other ad-hoc duties when the business required.

Qualifications, Knowledge, and Experience

Minimum:

• AAT, ACCA, ACA, CIMA (or other relevant qualification) qualified or part-qualified
• 3 years experience in Purchase Ledger and month-end process minimum
• Excellent written and verbal communication skills
• Computer literate in Microsoft Office to intermediate level
• Knowledge of D365 would be an advantage

Behavioural Competencies

• Able to prioritise workload effectively
• Numerical accuracy
• Understand and follow processes
• High degree of accuracy and attention to detail
• Good knowledge of double entry bookkeeping
• Excellent telephone manner and good communication skills
• Ability to meet tight deadlines
• Excellent team player and thorough and professional approach to work