Purchase Ledger Assistant

Purchase Ledger Assistant

£19,500 per annum Frimley, Surrey

Contract (6 months), full-time

Work from home. Hybrid role split with office and home working.


The Purchase Ledger Assistant’s overall task will be to assist the Management Accountants and Estate Managers with making supplier payments. They will be fully accountable for the whole purchase ledger process, from purchase orders through to invoices and supplier account reconciliations. The Purchase Ledger Assistant’s attention to detail and diligence in ensuring procedures are followed is an indispensable service to the Finance Team and underpins the wider financial stability of the business.

The Purchase Ledger Assistant will interact with a wide range of stakeholders from suppliers, to Estate Managers, to other members of the Finance Team. They will need to be able to provide clear, timely information to manage these relationships. This, along with efficient and accurate payment processing, is critical in this role.

Specific duties will include the following:

Processing Invoices

– Entering received supplier invoices accurately and efficiently into the purchase ledger system

– Ensuring all invoices due to be paid have the relevant level of authorisation needed

– Ensuring all invoices are treated appropriately according to their legal entity and VAT implications

– Establish all entries into the Purchase Ledger are coded to the correct property and cost code by liaising with the Estate Managers where needed

Supplier Account Reconciliations

– Keeping up to date on supplier accounts prone to reconciliation issues (such as those with direct debits)

– Being proactive in identifying accounts where our records do not align with that of the supplier’s and resolving.

– Updating any supplier account reconciliation requested by one of the Management Accountants or another member of the Finance Team

Stakeholder Relationships

– Be comfortable and confident in providing accurate information to a range of stakeholders

– Building effective working partnerships with Estate Managers to ensure timely invoice approval

– Maintaining integrity and transparency in all dealings

– Being forthright and proactively updating stakeholders should any issues arise


– Assisting the Finance Director, Chief Executive and Board in all ways reasonably required to improve the Association’s financial performance and achieve its objectives.

– Maintaining a high input mailbox in an organised and thorough manner

– Assisting Management Accountants with any year end queries

– Following up with suppliers and Estate Manager’s for any missing invoices or credit notes

Person Specification

– Thrives working in a fast-paced environment whilst maintaining a high level of accuracy.

– Enjoys working autonomously whilst being mindful of the further impact of their work.

– Has strong relationship management skills

– Is an effective communicator both verbally and in written form.

– Thrives on being high output and get satisfaction from completing tasks, such as getting to the bottom on an inbox.

– IT Literacy is essential- particularly Microsoft Office packages with an emphasis on Excel.

Ideally, you will have worked in, and enjoyed, a similar role before.

To apply for this job email your details to emma.wills@rgsrecruitment.co.uk.