MAIN RESPONSIBILITIES:
To manage the purchase and sales ledgers and oversee/manage key supplier relationships and some client relationships. The role will also be responsible for some project and administrative purchasing and managing the PO system in Xero.

SPECIFIC TASKS INCLUDE:

FINANCE – PURCHASING:
- Managing all supplier invoices – liaising with the external bookkeepers to ensure that all invoices are on Xero assisting with reconciliations where necessary
- Manage supplier payments – provide CFO with a list/forecast of key suppliers outstanding and due for payment weekly
- Ensure outstanding staff expenses are on Xero and are flagged to CFO to be paid on a weekly basis
- Management of and liaison with suppliers – establish/maintain strong relationships with key suppliers and ensure that they are clearly communicated with in terms of payment and invoicing
- Coordinate with Head of Project Delivery to ensure that all project related purchasing is done on time and in-line with relevant Budgets/Bill of Materials (BoM) and make purchases directly with suppliers where necessary staying on top of any potential supply issues
- Completing the RMA process with suppliers and customers
- Manage PO system in Xero and ensure all purchases have an accompanying PO
- Maintenance of purchase ledger in Xero
- Management of the accounts@ inbox

FINANCE – SALES:
- Coordinate with Head of Project Delivery and Head of Client Services to prepare and manage sales invoices in Xero – sending completed invoices to the client or relevant team member as appropriate
- Ensure that all sales invoices are paid on time, chasing clients directly where necessary or liaising with the team to ensure they’re receiving accurate timing updates from the end client
- Maintenance of sales ledger in Xero
- Manage the monthly sales invoicing register
- Update and manage the monthly rental profit and loss document

CLIENT/PROJECT ADMIN:
- Creation of maintenance agreements and supporting invoices to coincide with annual renewal dates
- Scheduling and management of PPM visits (Planned preventative maintenance) with clients
- Preparation and collation of site visit documentation provided to engineers, issuing to clients once completed
- Logging of support requests from clients and ensuring follow up by Head of Engineering
- Management of the Support@ inbox

KEY SKILLS AND EXPERIENCE:
- In-depth knowledge and experience managing purchase and sales ledgers - Essential
- Previous experience directly managing supplier purchases - Essential
- Previous experience managing supplier payments - Essential
- Experience reconciling purchase and sales ledger accounts – Essential
- Experience of direct liaison with clients and suppliers – Essential
- Strong understanding of Xero accounting software – Preferred, not essential
- Previous experience managing PO systems – Preferred, not essential
- Previous experience in engineering and manufacturing environment – Preferred, not essential