Job Description

PURPOSE OF THE ROLE

To provide accurate, timely and professional finance administration support as part of a two-person team responsible for the day-to-day finance administration function. The role supports the preparation of consignments ready for invoicing, customer and partner purchase orders, cost reporting and the resolution of finance queries, ensuring accurate records and effective communication with customers, partners and internal teams.

KEY RESPONSIBILITIES & ACCOUNTABILITIES

· • Share responsibility within the two-person team for all aspects of finance administration support.

· • Prepare and check consignments and supporting information ready for invoicing.

· • Ensure consignments are complete, accurate and ready for the invoicing team in line with agreed deadlines.

· • Request and follow up customer purchase orders where required for invoicing.

· • Raise purchase orders for transport partners and other approved suppliers.

· • Prepare accurate cost reports and maintain supporting financial records.

· • Respond professionally and promptly to customer invoice queries, emails and telephone calls.

· • Identify discrepancies and escalate unresolved issues to the Head of Finance.

KEY TASKS / REGULAR DUTIES

· • Review completed consignments and check rates, charges, references and supporting paperwork before invoicing.

· • Prepare consignments for invoicing on the relevant company systems, ensuring all required information is complete.

· • Request missing customer purchase order numbers and follow up outstanding authorisations.

· • Raise partner purchase orders accurately using agreed costs and approval procedures.

· • Produce and update cost reports, checking information against consignment and partner records.

· • Investigate invoice discrepancies and liaise with customers, partners and Operations to resolve queries.

· • Answer incoming calls and finance emails, actioning requests or directing them to the appropriate colleague.

· • Maintain accurate invoice, purchase order and cost records and file supporting documentation correctly.

· • Work closely with the other Finance Administration Support team member to share workloads and meet deadlines.

· • Highlight missing information, disputed charges, pricing differences and overdue actions to the Head of Finance.

· • Assist with other reasonable finance administration tasks as required.

SKILLS, KNOWLEDGE & EXPERIENCE

· • Previous finance administration, invoicing or accounts support experience is desirable, but not essential for the right candidate as full training will be given.

· • Strong attention to detail, numerical accuracy and ability to check financial information.

· • Confident with Microsoft Office, particularly Excel and Outlook.

· • Able to learn company transport management and finance systems.

· • Clear, professional written and verbal communication with customers and colleagues.

· • Good organisation, time management and ability to meet daily and monthly deadlines.

· • Comfortable working independently and as part of a small two-person team.

· • Experience within transport or logistics is advantageous but not essential.