Sales Administration Assistant

Job Title: Sales Administration Assistant

Location: John Thompson & Sons

Reporting to: Sales Ledger Team Leader

Full time Mon-Fri 37.5 hours

Office based

Salary:TBC

Job Purpose:

To provide accurate, efficient and customer-focused finance and administrative support, with primary responsibility for maintaining effective sales ledger processes. The role contributes to the smooth operation of the finance function by ensuring timely processing of invoices, credit notes and payments, supporting robust financial controls, maintaining accurate records, and delivering responsive support to colleagues, customers and other stakeholders.

Key Accountabilities:

• Process customer invoices and credit notes accurately and within required timescales.
• Receive, verify, process and record phone payments in line with company procedures.
• Support daily bank and cash reconciliation activity to maintain accurate financial records.
• Maintain accurate and up-to-date customer account records.
• Apply relevant financial and accounting processes, while identifying opportunities to improve efficiency and accuracy.
• Organise, file and manage documentation and information to support effective audit trails and record keeping.
• Handle personal and financial information in accordance with GDPR and company data protection requirements.
• Provide support and cover for colleagues across sales ledger, purchase ledger and wider accounts activities as required.
• Communicate effectively with employees, customers and external contacts to resolve queries and support service delivery.
• Comply with and promote company policies, procedures and standards in day-to-day activities.
• Support customer services and wider business teams during busy trading periods, ensuring continuity of service.
• Accept, process and update customer orders accurately and in line with company policy when required.
• Complete required company training, including cyber security, health and safety, and standard operating procedure requirements.
• Undertake any other duties appropriate to the role and the needs of the business.

Person Specification:

Essential Requirements

• Demonstrate excellent attention to detail, with the ability to process financial information accurately and identify discrepancies.
• Apply strong organisational and planning skills to manage workload, prioritise tasks and meet agreed deadlines.
• Communicate clearly and professionally with colleagues, customers and external contacts to resolve queries and support service delivery.
• Maintain confidentiality and handle personal, customer and financial information in line with GDPR and company requirements.
• Work effectively as part of a team, providing support and cover across sales ledger, purchase ledger and wider accounts activities when required.
• Use initiative to resolve routine issues, improve accuracy and support efficient administrative and finance processes.
• Demonstrate competence in standard computer packages, with the ability to use Excel confidently for finance and administrative tasks.
• Use integrated information systems accurately to maintain records, process transactions and support audit trails.
• Hold a minimum of five GCSEs, or equivalent, at Grade C/Level 4 or above, including English and Mathematics.
• Bring at least two years previous experience in an office or administrative environment.
• Adopt a flexible approach to working requirements, particularly during month-end, year-end or other busy business periods.

Desirable

• Hold an NVQ Level 3 Diploma in Business Administration, Finance Administration or an equivalent relevant qualification.
• Bring previous experience in financial administration, sales ledger, accounts support or a similar finance function.

Perks of Thompsons

The Opportunity to work for a company within the Top 10 of the Top 100 Companies in Northern Ireland

Remuneration

• Competitive Salary
• Above Statutory Holiday Entitlement
• Life Assurance x4
• Cycle To Work Scheme
• Free Secure Onsite Parking
• Enhanced ERs Pension @ 6%
• Christmas Vouchers
• Long Service Awards
• Competitive Shift Premiums
• Company Uniform
• Training and Career Development Opportunities
• Job Security 150 yrs in business
• Company Sick Pay
• Enhanced Maternity & Paternity Leave
• Paid Retirement Plan

Health & Wellbeing

• Enhanced Health Care Plan
• Annual Flu Vaccination
• Paid Compassionate Leave
• Paid Medical Appointments

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