Office Administrator

Responsibilities:

The following list constitutes the key tasks and duties of your post upon which your job performance will be assessed. Tasks are not in any particular order, therefore the sequence which they appear should not be interpreted as indicating priority or relative importance.

• Processing haulier invoices received daily via email and post, including matching with Proof of Deliveries (POD’s) and posting to Navision accounting system.

• Accurately reconcile supplier statements monthly and follow up promptly on any discrepancies.

• Deal with Accounts Payable Team Email inbox efficiently and effectively.

• Deal promptly and efficiently will all invoice queries.

• Creating weekly and monthly listings for haulier payments based on supplier statement reconciliations.

• Monitor accounts to ensure payments are up to date.

• Maintain vendor files on Navision.

• Correspond with hauliers and Transport team according to resolve all queries.

• Contribute to monthly meetings with Transport managers, credit control and Financial Controller to review outstanding list of haulier invoice queries which need actioning.

• Ensure the timely and accurate entry of all financial information onto Microsoft Dynamics Navision ERP system.

• Ensure compliance with business processes, service level agreements (SLA’s) and internal accounting controls and policies. 

• Support the team with ad-hoc administrative tasks and duties to support departmental objectives.

• General office administration including filing and maintaining up to date financial records.

• Carry out any other accounts and administrative duties as required by manager to support departmental or company objectives.

• Act in a confidential and trustworthy manner at all times.

• Carry out tasks as required and deemed within your competence by your manager.

This job description is not exhaustive and serves only to highlight the main requirement of the post holder. The job description will be reviewed regularly and may be subject to change.

About the role

Due to the ongoing expansion of the company a position has now become available in the accounts payable section of Finance.

The successful candidate will assist and support the Accounts Payable function specifically dealing with haulier invoices including processing and matching of invoices, matching against POD’s, supplier invoice query resolution, and other accounts and administration duties as required by the Financial Controller.

As an award-winning Company, we are one of the market leading providers of paving and walling products within the UK and Irish markets. This is an exciting opportunity with one of the most successful and financially secure businesses in Northern Ireland.

Some of the Key Benefits of joining us: 

💸 Attractive salary + Annual Bonus.

💫 Private Healthcare from Day 1

✨ Enhanced Holiday Entitlements

💻 Access to Tech & Cycle to work schemes

🦺 Company Branded Clothing

⭐ Holiday Purchase Scheme

🤝 Staff Pension Scheme

🎁 Length of Service gifts

What you will need

Required criteria

5 GCSE’s (Grade C or above) or equivalent to include Maths and English

1 years’ experience of working in an office environment.

MS Office Experience including Excel, One Drive and Teams.

• Good level of mathematical and IT skills

• Excellent administration and organisational skills

• Trustworthy and ability to maintain strong confidentiality levels

• Data entry skills with high attention to accuracy & detail

• Time management skills demonstrating ability to work to deadlines

• Self-motivated & solutions focussed

• Ability to take accountability and work on own initiative

• Ability to work as part of team and make a positive contribution

• Strong communication skills with internal & external customers at all levels

• Willingness to learn with a positive, committed and a "can do" attitude

Desired criteria

Third Level Qualification in Business or Finance related discipline

Part Accounting Technician Qualification (AAT/IATI)

• Purchase Ledger Experience

• Experience of using an accounts software package

• Ability to demonstrate working within a fast paced, high volume accounts environment

• Knowledge of Accounts Payable Processes

• Microsoft Dynamics ERP knowledge