My client is looking for an Operations Administrator to join their busy team based in St. Albans, this role is 32.5 hours per week.
Main functions of the role;
Working as part of our Administration Team the successful candidate will:
Audit Supplier invoices, which are received primarily via email.
Ensure Supplier and invoice is legitimate.
Input invoice details into spreadsheets in Excel, ensuring that;
Supplier, and address for Supplier, matches Operations system allowances.
Invoiced Freight rate is correct, and in matching currency
All surcharges are correct
Any variances in value are checked, and if invoiced amount is correct, add / deduct variance in value in Adjustment spreadsheet, accounting for where allowance currency and invoiced currency do not match
Request credit notes if invoiced value incorrect, then process both invoice and credit note once received.
Create Batch Header for invoices being passed for payment,
Update internal Accrual (Gap List) with invoice / credit note details and value
Create Adjustment Headers to account for variation between invoice values and accrued costs
Summarise all invoices listed and ensure that all information is correct, matches invoiced values and payments will be made to correct supplier for the correct amount.
Liaise with Accounts Team to ensure that invoices are transferred correctly. and in time for weekly or monthly deadlines.
Ensure invoices are processed without delay and, where queries are raised, that suppliers acknowledge that the invoice cannot be processed until the query is resolved.
Any queries to be brought to the attention of the manager for the department responsible for the cost allowance, so that they are aware of the issue, and can also ensure relations with the supplier are not jeopardised
Diary actions to be taken, or where information is required, so that processing is regularly checked and not delayed.
Identify areas for improvement, with suggestions for action that will improve the process.
Assist other staff with administration duties.
Answer calls through Switchboard as required.
Skill required:
Be numerate and literate, with excellent Excel and data inputting skills.
Possess excellent attention to detail.
Have strong organisational skills
Have the ability to work within strict deadlines without direct supervision
Have excellent communication skills (Written & Verbal)
