Vacancy: Purchase Ledger Administrator

We are looking for a Purchase Ledger Administrator is responsible for the maintenance of the purchase ledger for BCS and its subsidiaries. Inputting purchase ledger invoices and expenses for BCS and its subsidiaries, to include matching invoices to purchase orders. 

Role responsibilities:

Maintenance of the purchase ledger 

• Maintain accurate supplier information and update accounts with any address and contact details changes when required. 
• Deal directly with suppliers when specific contact or payment information is required. 
• Deal directly with suppliers when refunds or credit notes are due. 
• Review on a monthly basis all supplier accounts to ensure they are being accurately maintained. 
• Update bank details for suppliers and volunteers where necessary, to include foreign accounts. 
• Create new suppliers in NetSuite as and when required. 
• Regular reviews of aged creditors report to check for accounts with debit balances and resolve promptly. 

Inputting of purchase invoices and expenses 

• Regular inputting of purchase ledger invoices and credit notes into NetSuite. 
• Match and process purchase invoices with open purchase orders. 
• Register invoices received without a purchase order and distribute to business for coding. 
•  Scan and upload copies of all purchase ledger invoices/expense claims to NetSuite. 
•  Regular inputting of expense claims into NetSuite. 
• Monthly reconciliation of the purchase ledger control nominal and the aged creditors report. 
• Monthly closure of the purchase ledgers. 
• Liaise with the wider finance team to achieve the timely closure of the purchase ledgers in accordance with the month end/year end timetables. 

Approve and manage the weekly BACS, International payment run and examiners payroll. 

• Produce biweekly BACS payment runs in NetSuite and co-ordinate the approvals of the BACS payment for BCS and its subsidiaries. 
• Send remittance advices to suppliers via NetSuite, where necessary also send hard copy remittances 
• Provide copies of the payment run to the Cashbook Controller for bank reconciliation purposes. 
• Produce biweekly international payments runs in NetSuite, generate payments through online banking and co-ordinate the approval of payments. 
• Produce monthly BACS payment runs in NetSuite, to include all credit notes due and co-ordinate the approvals of the BACS run. 

Manage the allocation of direct debit payments to supplier accounts. 

• Regular review of direct debit supplier accounts to ensure all invoices are processed. 
• Liaise with the business to resolve queries/delays in submitting invoices to support direct debit payments. 
• Allocate all payments made by direct debit to the supplier accounts. 
• Manage the supplier accounts for the business charge cards, to include allocation of direct debit payments and reconciliation of outstanding charge card statements. 
• Liaise with charge card holders to resolve queries/delays in submitting monthly statements. 
• Assist the Group Financial Controller in ongoing reviews of charge card usage. 
• Monthly reconciliation of the direct debit suspense nominal. 

Regular review of unapproved purchase orders and invoices. 

• Check NetSuite for invoices outstanding on supplier statements. 
• Obtain copies of invoices not held on the purchase ledger. 
• Inputting of invoices in NetSuite and co-ordinate approvals and payment. 
• Liaise directly with named individuals in the business to ensure approvals for purchase orders and invoices are made. 
• Assist in guiding the business in best practice of purchase order and invoice approvals. 
• Continuous improvement of the purchase ledger systems and processes. 
• Ongoing development of the processes for purchase orders and the purchase ledger function; 

Liaise with the business to ensure that the processes for purchase orders and invoices are understood and adhered to and provide training to staff where necessary.

Manage the Accounts Payable Finance email box. 

• Day to day management of the accounts payable email box.
•  Respond to queries directly to resolve them where ever possible.

BCS is dedicated to providing training and development to help all staff realise their potential, and also offer a generous benefit package.

BCS, The Chartered Institute for IT are committed to promoting equality at every opportunity as an employer. This statement and our policies are designed to ensure our recruitment and employment practices and procedures actively promote equality of opportunity and value diversity.

All applicants must be eligible to work in the UK upon application.

PLEASE NOTE: This vacancy may be removed before any listed closing date once a sufficient amount of applications have been received.

In the event that we receive a high number of applications for this vacancy, we may be unable to provide an individual response to every candidate, therefore if you haven’t heard back from us within 4 weeks of the closing date, please consider your application unsuccessful on this occasion.

No recruitment agencies please.

How to apply: Please apply by submitting your CV to careers@bcs.uk along with a cover note answering the following questions:

(a) Your area(s) of expertise & qualifications;

(b) Your experience and suitability for the role

We look forward to hearing from you!

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