Administrative/accounts Assistant

JOB DESCRIPTION

Job Description Summary

Experienced Accounts Payable administrator required to maintain supplier invoices / payments, follow up on PO’s check deliveries and assist with month end reports and reconciliations.

The ideal candidate must be well organised and able to meet deadlines, must be confident, able to work independently and accurately.

This role offers a hybrid work arrangement, requiring you to be in the office for 2-3 days per week. This means you'll enjoy a mix of in-person collaboration and the flexibility of remote work.

Job Description

Providing general administrative support and assisting with invoice processing.

• Assisting with supplier invoice processing (logging invoices, conducting 3 way matching process and entering invoices on MAXIMO CMMS).
• Liaising with Accounts Payable and dealing with supplier payment issues.
• Maintaining supplier invoice paperwork (both paper and electronic).
• Assisting with requests for invoice copies for audit purposes.
• Assisting with month end cost reconciliations.
• Raising all Webcash payments (all USD & VAT/duty invoices which require immediate payment).
• Upload of delivery dockets to the system once confirmed by Stores all goods received and receipted in Maximo.
• Raise and submit all Payment Notifications where applicable on ROS.
• Update ROS tracking sheet after payment notifications are raised.
• File on the system and submit to the Team at month end.
• Send all Withholding Tax deductions to the Team for booking prior to month end close.
• Responsible for all new Supplier setups at Site, liaising with Suppliers if any issues arise
• Submitting any modified payment terms where requested
• Updating any changes to Supplier address, contact details etc.
• Responsible for liaising with the Supplier Connect Team on Live Chat for any necessary changes as above.
• Assisting with stock inventory counting.
• Responsible for maintaining sickness absence records, holiday requests and training records.
• Supporting the site quality team.
• Participating in site EHS activities.
• Providing general administrative support to the site team.

Qualifications /Requirements:

• Proven experience in a similar role
• Previous experience of Administrative Assistance or Procurement
• Knowledge of procurement process
• Good attention to detail
• Excellent organisational skills
• The ability to meet deadlines
• Good knowledge of Microsoft Office Suite (Outlook, Excel, Word, Powerpoint)

Desired Characteristics:

• Highly motivated, confident, able to work independently and accurately
• Knowledge of MAXIMO CMMS
• Knowledge of ERP (Alpha Oracle), SAP or Power Max
• Trustworthy, reliable

Additional Information

Relocation Assistance Provided: No