Accounts Assistant

Description

Job Title: Accounts Assistant

Company: Japanese Company

Reporting to: Finance Manager

Location: Woking

Purpose of the Role

To ensure the accuracy and integrity of financial data both within and outside the accounting system, and to support the efficient operation of the Finance Department. The role also includes deputising for the Finance Manager, particularly in credit control matters.

Candidate Profile

This role requires a proactive and adaptable individual with the following attributes:

Ability to work independently and take initiative

Strong interpersonal skills for internal and external communication

Sound judgment and decision-making based on gathered information

Effective prioritisation and attention to detail

Commitment to continuous improvement

Ability to work under pressure and meet deadlines

Team-oriented with a strong sense of loyalty and commitment

Flexible and willing to support tasks beyond core responsibilities

Solid understanding of double-entry bookkeeping and bank reconciliation

Proficient IT skills, especially in MS Office (Excel at intermediate level)

Professional communication skills, both written and verbal

Ability to present information clearly and appropriately for the audience

Understandng of Japanse culture is advantage

Key Responsibilities

Cashbook Management

Maintain accurate and timely records of receipts and payments in Sales and Purchase Ledgers

Post nominal ledger entries for cash transactions

Reconcile monthly bank statements

Generate reports from accounting software

Prepare BACS payment instructions and remittance advices

Manage petty cash in foreign currencies

Credit Control / Receivables

Maintain up-to-date Sales Ledger and CRM notes

Issue customer statements and liaise with Sales Department regarding debtors

Provide account information to Sales Department

Monitor credit limits and advise on dispatch decisions

Produce weekly debtor reports and monitor balances

Lead fortnightly credit control meetings with Sales and Operations

Obtain credit reports and trade references for new and existing customers

Draft and manage letters of demand

Act as Finance Manager’s deputy in credit control matters when required

Purchase Invoices, Payables & Expenses

Match and post supplier invoices to Purchase Orders

Coordinate payment authorisations across departments

Process BACS payments for suppliers and group companies

Communicate with suppliers and manage credit card expenses

Maintain electronic invoice and credit files

Sales Ledger

Ensure accuracy of entries made by Sales Administrators

Liaise with IT and Data Analysts to resolve issues promptly

Ensure correct posting to analysis codes in Opera system

VAT Returns

Prepare VAT analysis and submit monthly VAT returns online

Accounts Administration

Communicate professionally with customers and suppliers

Maintain filing systems and perform general admin tasks

Import & Export Transactions

Support purchase and sales departments with import/export activities, including letters of credit

Budget Monitoring

Manage foreign currency petty cash

Monitor monthly departmental expenses

Support to Department Head

Assist with month-end journal postings and reporting

Conduct research and support group reporting and performance analysis

Help with audit preparation and ad-hoc projects

Provide financial data to other departments as needed

Deputising Finance Manager

Act as deputy when requested by the Managing Director, limited to authorised responsibilities

General Responsibilities

Maintain confidentiality and objectivity in all professional dealings

Uphold professional competence and conduct

Adhere to company policies and relevant regulations

Maintain professional behaviour and integrity

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