edFirst.co.uk - Listed school supplier

Bookkeeper (Office Based)

St Ives, Cambridgeshire
Up to £25000 per annum
37 hours
Yvette Scott BSc.

Bookkeeper (Office Based)

Meyer Scott Ref: VR/08276

Location: St Ives

Fixed Term Contract - Maternity Cover (End of November)

Salary: £25,000 p.a.

Our client operate within a niche market buying from the USA, Germany and Europe and selling purifying solutions primarily to the water industry commercial and residential.

They are a small team of about seven people each with a defined role but with fuzzy edges as they all help each other out, so flexibility being the key work.

The person must be proficient in Sage 50 accounts package and be confident in speaking to both our customers and suppliers.

This role is to cover their bookkeeper who is going on maternity leave from end of November 2021 for one year. They ideally wish to a candidate to start mid-November for handover.

Key Aspects of the role:

Bank reconciliation

Chasing customers for payments

Processing purchase invoices

Sending out sales invoices

Processing Vat returns

Communicating with the accounts in head office.

Statement Job Description by incumbent Bookkeeper:

  • Daily the bank statements are reconciled and any pro-forma invoices that have been paid get turned into a sales order and a picking note gets printed off.

  • Payments from net monthly customers are allocated off their accounts.

  • Any other money coming into the bank or leaving the bank also needs processing.

  • The Euro account also needs checking as well as the other Euro bank accounts.

  • The overseas account is mainly used for payments to suppliers and sister companies pay into the overseas euro account.

  • You will also need to make sure there is enough money in all the accounts to cover payments leaving the accounts.

  • Purchase invoices need posting on Sage under to correct nominal code and correct value of the invoice, for any invoice where stock has been ordered, there will be a purchase order number connected to it, that will need updating on Sage.

  • All invoices and purchase orders need to match exact before it can be updated on Sage. All purchase invoices are scanned over to our parent company.

  • They must be numbered so it's easy for both us and our parent company to keep the invoices in order.

  • Once all the purchase invoices have been posted on the main database a payment journal is required to ensure all invoices are paid on time.

  • The payment journal is created in their accounts system once it's complete this is then email to the contact in head office to process through their bank.

  • Around the 1st of every month the aged debtors list is printed off and account statements are sent out to the customers who owe money.

  • Then around the 8th of the month send a chase email. If there is still no luck with payments after about a week, make a phone call to the customers asking for a payment date. The accounts department in head office will send over their aged debtors towards the end of a month which needs going through to see if it matches our one. Anything that's different I email them an explanation or advise when the account was paid.

  • Once the sales team have dispatched all the orders of that day, the sales invoices need emailing out to customers. The invoices are also filed away in the customer folders on the system. A document is created in excel and sent to Head Office with a list of all the invoices, values what country the customer is in, as well as a report from Sage. This happens every day so they can import the information onto their system. If any of the customers have been set up on Sage that day the account also needs creating on their System.

  • Every 3 months the VAT return is created in head office and the information is emailed over to be processed and submitted. Once the Vat return has been successfully submitted the confirmation is then sent back to head office for their records.

  • Around the 18th of the month the End of month reports are run on Sage and then filed away kept safe until the next audit.

  • Around the 1st of the month any salary changes need sending over to our accountants who calculate the wages. Once they have advised the reports are ready for processing the salaries need posting into the bank for the MD to then Authorise. The PAYE also need posting to the bank but be mindful of the date it's due.

  • There are also times when she assists in the sales office whether it be putting on orders or packing up the orders. Some flexibility is required as we are only a small team.

The role will be officed based 8.30 -17.00 Monday - Thursday and 08.30 - 16.30 on Friday.

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