Apprentice Accounts Assistant

To support the finance team in maintaining accurate financial records, while also assisting with operational tasks such as stock takes and goods inward. This hybrid role provides a broad foundation in both accounting and inventory processes, contributing to the smooth running of the company’s financial and logistical operations.

Key Task Area: Financial Record Keeping:

• Maintaining accurate and up to date records of purchase invoices and payments. This includes data entry and filing

Key Task Area: Bank & Credit Card reconciliation:

• Reconcile all transactions and identify any issues or request backup documents and invoices

Key Task Area: Invoice Processing:

• Receiving and recording invoices from suppliers. This involves obtaining dual authorisation signatures from members of staff that are authorised to raise purchase and works orders and the department manager responsible for the delivery of the works

Key Task Area: Supplier Relationship Management:

• Acting as a point of contact for suppliers, handline queries, and resolving discrepancies related to invoices and payments

Key Task Area: Reconciliation of Supplier Statements:

• Comparing supplier statements to the Company’s records to ensure accuracy. Resolve any issues to a satisfactory conclusion

Key Task Area: Petty Cash:

• Manage petty cash by issuing reimbursement for purchases with a valid receipt, adhering to the Company’s procedure. Maintain the petty cash ledger and reconcile at each month end, balancing to the physical count

Key Task Area: Producing Reports:

• Produce and distribute reports for the department as required by the Company Accountant. This includes Debtors, Creditors, Timesheets, Cash Flow etc.

Key Task Area: Liaising with other departments:

• Communicating with other departments within the company regarding purchase-related matters

Key Task Area: Credit Control:

• Track outstanding invoices to ensure that payments are received on time. Chase payments when they are late and take the appropriate action to recover the monies as directed by the Company Accountant by means of sending reminders, statements, making phone calls and emails. Resolve payment disputes where possible, escalating to the Company Accountant where appropriate and in line with the procedure

Key Task Area: Receipt of goods in:

• Check delivery documentation, verifying delivery notes against purchase orders to confirm accuracy. Ensure the safe and efficient unloading of goods from delivery vehicles, using the pallet truck where necessary. Inspect received goods for any damage during transit and documenting any issues. Ensure that the quantity and quality of received goods match the order and specifications. Accurately record the receipt of goods in SimPRO

Key Task Area: Repairs/Returns (RMA’s):

• Prepare goods for return, making sure all documentation is completed

Key Task Area: Check open POs:

• At the end of each Week/Month, check what POs are open and see if any have been received. This will mainly be ones delivered to site and will need to be checked with the engineer. This can then be receipted in on SimPro so we capture the correct costs onto the job

Key Task Area: Stock Takes:

• Assist the Procurement & Materials Coordinator carry out a stock count of all items in dedicated warehouses. Accurately record the quantity of each item, using the tools provided such as stock report sheets. Input stock count after the stock count has been approved by the Company Accountant to ensure that the computer stock system carries accurate stock numbers

AAT qualification at Level 3. 

The successful candidate will undertake a full review of their existing skills versus what is required in their new role. First Intuition will then advise on the best apprenticeship programme for them. This will be a structured AAT Apprenticeship programme at Levels 2, 3 or 4 (depending on candidate’s experience and knowledge).  

A blend of classroom and online training will support the candidate to achieve a well-recognised accountancy qualification which will both help with their new role and potentially lead on to further study.