Vacancy Name
Purchase Ledger Clerk- Cardiff
Employment Type
Permanent
Company Description
Xeinadin was established in 2019 when a number of leading business advisory and accountancy practices across the UK and Ireland came together to re-imagine the future of accountancy. Our collective mission to provide locally forged, trusted business advice to SMEs through forward-thinking, close-knit relationships remains pivotal to our growth. It's our people who drive our business forward, and we offer them future-focused career opportunities whilst supporting individual specialisms. Our regional offices of over 3000 colleagues operate collaboratively, combining collective expertise to maximise potential.
Description
The Purchase Ledger Clerk is responsible for managing the company’s accounts payable function. Taking full ownership of the purchase ledger, ensuring accurate, timely, and controlled processing of supplier transactions.
Key Responsibilities
1. Purchase Ledger Ownership & Control
Take full ownership of the purchase ledger, ensuring accuracy, completeness, and integrity at all times.
Regularly review the ledger to identify and resolve:
o Aged items
o Duplicate invoices
o Unallocated payments
Maintain an audit-ready ledger with clear and accessible supporting documentation for all transactions.
Proactively investigate and resolve discrepancies, escalating issues where appropriate.
2. Invoice & Expense Processing
Process supplier invoices and employee expense claims accurately and within agreed deadlines.
Ensure company credit card transactions are processed and recorded correctly.
Accurately code invoices and expenses to the correct general ledger accounts, locations, and cost centres.
Manage invoice queries and discrepancies efficiently, ensuring timely resolution.
Verify that all invoices and expenses are approved in accordance with the company approval matrix.
3. Supplier Account Management
Act as the primary point of contact for suppliers.
Maintain accurate and up-to-date supplier master data.
Review and manage standing orders and direct debits.
Build and maintain strong supplier relationships, responding promptly to queries.
Reconcile supplier statements on a regular basis.
Resolve account disputes and ensure timely settlement of supplier balances.
4. Payment Processing
Prepare and process supplier payment runs (BACS) in line with agreed payment terms and scheduled payment dates.
Ensure all payments are authorised in accordance with company policies and procedures.
Maintain accurate payment records and complete daily bank allocations.
5. Reconciliations
Perform regular supplier ledger reconciliations against supplier statements.
Support the month-end close process by ensuring:
o All invoices are posted accurately and on time.
o Accruals are identified, calculated, and recorded.
o Ledger balances are complete and accurate.
Investigate and resolve all reconciliation differences promptly.
6. Month-End & Reporting
Assist with purchase ledger month-end close activities.
Prepare and provide analysis of aged creditors and outstanding balances.
Support internal and external audit requirements by supplying relevant documentation and responding to queries.
Contribute to the continuous improvement of accounts payable processes, controls, and efficiencies.
Key Requirements
At least 2 years’ experience in a purchase ledger/accounts payable role
Strong understanding of accounts payable processes and controls
Experience managing high-volume ledgers independently
Good Excel skills
High attention to detail and accuracy
Additional Requirements
Working knowledge of NetSuite/XERO/Web expenses
Exposure to month-end close processes
Understanding of basic accounting principles
Benefits
Company Pension Scheme
25 days of annual leave + bank holidays
Additional annual leave days from certain levels of seniority
Ability to buy up to 5 days of annual leave to reach a maximum of 30 days per annum
Business closure over Christmas*
Life Assurance x4 annual salary
Enhanced family leave policies
Enhanced Company Sick Pay
Employee Assistance Programme – 24/7 support, free and confidential
Corporate Discounts Platform
Flexible Benefits platform with ability to opt-in to various insurances (level of seniority dependent & self-funded at corporate rates) such as:
Critical Illness Cover
Cash plan
Cycle to work
Eye care
Dental
subject to exceptions and business needs