Invoicing Administrator

Aims of the post:

• To take responsibility for the preparing and dispatch of our monthly invoices to clients for invoicing
• Maintenance of accurate computerised records.
• Compliance with health and safety, environmental and quality procedures.
• Complete conversance with company procedures and organisation.

Key result areas:

• Preparation and dispatch of our monthly invoices to clients for payment, we send out approx. 700 invoices to clients on a monthly invoicing cycle, including delivery notes and order sheets where applicable. These are automatically generated through our invoicing software system. (Training will be provided)
• Providing an indispensable service to the finance team, underpinning wider financial stability of the business through robust processes and systems.
• Providing a professional and efficient service to the finance function and provide accurate financial information to the Finance Director as needed.
• Compliance with all existing systems, procedures, and work practices.
• Establishment of excellent interpersonal relationships with suppliers, sub-contractors, staff, and other outside agencies.

Duties will include:

• Inputting information onto Cleanlink, Sage and the invoicing Bible
• Sending invoices to clients on routine invoicing and one-off invoicing when required.
• Ensuring all invoice advices are signed, logged updated on Cleanlink and the invoicing Bible and invoiced out.
• Data entry.
• Being first point of contact for all relevant invoicing queries.
• Maintaining strong relationships with Clients.
• Reviewing systems and processes and proposing improvements where necessary.
• Ensuring the invoicing service level agreement (SLA) is maintained.
• Liaison with other departments to obtain information, to help with accurate invoicing and assist with the accounts function as directed.
• Shared responsibility for other functions within the accounts department including credit control.  Your role will include working on any accounts-related tasks within the business.
• Ensuring messages for other members of the accounts team are relayed promptly, taking responsibility to follow these calls up and check that action has been taken as necessary to the caller’s complete satisfaction.
• Assisting with the provision of administrative support including maintaining filing systems and carrying out photocopying and document imaging as required.
• Appropriate use of computer system in accordance with procedures, including email.  Saving all non-SAGE documents on the EFS shared drive to ensure they are backed up.
• Supporting the Senior Invoicing Administrator and Finance Director in any ad-hoc duties.
• Occasional tasks at the discretion of the management and any additional ad-hoc duties as required.
• Taking part in training and meetings as required.

Hours:
You will normally work 37.5 hours per week Monday to Friday.  Some flexibility regarding your exact working hours is available.  Your hours may need to be changed to cover for absences and to meet business needs.

Please note: Only candidates with the relevant skills and experience will be contacted regarding this position. If you do not hear back from us within 5 days you have unfortunately been unsuccessful in your application for this position, however we may contact you in the future to discuss other opportunities.

Please note that no terminology in this advert is intended to discriminate on the grounds of a person's gender, marital status, race, religion, colour, age, disability or sexual orientation. Every candidate will be assessed only in accordance with their merits, qualifications and abilities to perform the duties of the job.