POSITION DESCRIPTION

PREREQUISITES FOR THE ROLE

The following are considered key attributes for the position:

• AAT or similar accounting qualification with a minimum of 5 years in a commercial administration and finance environment.
• Sound knowledge of accounting systems and thorough understanding of banking, sales ledger and purchase ledger fundamentals.
• Basic knowledge of Microsoft Office products to include Word, Excel, Outlook and MSTeams.
• Ability to perform a wide variety of tasks to deadlines and adopt a proactive approach to fulfilling and improving administrative tasks and resolving problems.
• Effective communication and coordination with staff and third parties across all our key sites is an essential part of the role.

RESPONSIBILITIES

This role is primarily responsible for the daily administration of Dadco Alumina (DACL) and Dadco Suisse (DSUI). The key responsibilities for this position are:

Sales administration

• Create Blanket Sales Orders as necessary in Business Central (BC) and CRM.
• Process fulfilled sales orders into sales invoices from AOS delivery schedules. Completeness and accuracy are critical.
• Create any Sales Credit Memos as necessary.
• Review the sales ledger on a weekly basis to ensure customer receipts are matched to sales invoices and amounts due are accurate.
• Ensure customer accounts are paid on time. Follow up on any overdue debts in a professional manner.
• Create and review customer statements for accuracy. Email or post to customers.

Purchase administration

• Stamp all purchase invoices and coordinate appropriate authorisation for accuracy and subsequent payment. Accurately enter purchase invoices in BC.

• Review the purchase ledger on a weekly basis to ensure payments are matched to invoice and liabilities are accurate.
• Compile the weekly payment run and enter payments on internet banking. Obtain appropriate authorisation for payments. Ensure payments are entered into BC and matched to invoices correctly.

Banking administration

• Post cash receipts, cash payments and ad hoc banking on a daily basis. Ensure the bank statements agree to the accounting system (BC). Process the bank reconciliation on a monthly basis.
• File bank statements and print copies of reconciliations to banking file.
• Take ownership of petty cash and reconcile on a monthly basis.

Other financial administration

• Communicate effectively with local suppliers and other Group staff, particularly at AOS and DSUI, to resolve any issues arising.
• Raise month end warehouse invoicing as required.
• Assist with Gas oil and low water surcharge sales invoicing.
• Prepare and coordinate expense reclaim forms from statements or receipts as appropriate.
• Assist with financial projects as required.

Office administration

• Take incoming calls and answer other staff phones as necessary. Take messages and communicate to appropriate staff member.
• Open and date stamp daily post and distribute accordingly.
• Coordinate all outgoing post and, most importantly, ensure sales invoices are posted in a timely manner. Control all courier requirements.
• Coordinate all office filing and ensure files are archived as appropriate.
• Take ownership of all stationary requirements.
• Coordinate office cleanliness with contracted cleaners to ensure the office is clean and tidy at all times.
• Assist with property maintenance. Coordinate any minor building maintenance, utility requirements or security upkeep. Be a named contact for fire alarm system.
• Coordinate travel and accommodation arrangements when requested.