Purchase Ledger and Admin Assistant

Job Description

Ayesa is a globally-orientated, forward-thinking company deeply committed to fostering diversity, inclusion, equity, and sustainability. These principles form the bedrock of our dedication to our 11,300 employees and serve as the driving forces behind our spirit of innovation.

With a presence in 23 countries worldwide, Ayesa has earned a prominent international reputation in various engineering fields, including infrastructure, water conveyance and treatment systems, transportation, marine projects, waste management, aeronautics, and defence. Additionally, Ayesa is a well-established technology consultancy, specializing in facilitating the digital transformation of large corporations, particularly in the utilities sector, and providing technological solutions for public institutions.

As a technology and engineering firm, we complement our technological proficiency with the capacity to design physical infrastructures. This includes crafting distinctive buildings that imbue cities with character, designing iconic bridges that seamlessly blend into their surroundings, creating transportation systems such as high-speed roads, intelligent roadways, stations, and airports that serve as the backbone of regions, and engineering remotely controlled networks for energy and water distribution, driving urban and demographic development.

The Purchase Ledger and administration assistant will be responsible for managing the company's purchase ledger, ensuring accurate processing and recording of all supplier invoices, expenses, and payments. This role requires meticulous attention to detail, strong organisational skills, and the ability to work efficiently within a team.

Responsibilities:

Purchase Ledger
• Purchase invoice processing – coding, checking, sending for approval, and receiving back following the appropriate approval route
• Maintaining the incoming invoices spreadsheet to track invoices and approvals
• Entering purchase invoices onto Deltek Vision/SAP once approved and matching to PO
• Scan and upload copy invoices when processing onto the finance software
• Filing invoices when complete
• Checking and processing weekly expenses ready for payment
• Drafting supplier payment runs for processing
• Part of the purchase order processing team
• Assisting with allocating payments to supplier accounts
• Reconciling supplier statements to the accounting system
• Obtaining a list of purchase accruals for each month end and running through remaining POs with project managers where necessary
• Supplier query resolution
• Reviewing aged ledger and resolving any anomalies
• Other ad-hoc work as required.

Office Administration
• General Administration duties such as answering the telephone, transferring calls, taking appropriate messages and relaying the information
• Booking hotels and accommodation
• Van fleet management
• Booking hire vehicles
• Arranging couriers
• Incoming and outgoing post
• General housekeeping in the office and kitchen
• Other ad-hoc duties as required

Key Skills:
• Relevant experience in a similar role
• Previous experience with project accounting Deltek Vision and SAP preferable but not essential. Training will be given
• Strong communication, planning and organisational skills
• Ability to prioritise workload to deliver results within timescales
• Team ethic
• Attention to detail
• Ownership and responsibility

Benefits Package:
We offer a competitive salary package along with a comprehensive range of benefits designed to support your professional growth and enhance your overall well-being:

Competitive Salary: We offer a competitive salary package to attract and retain top talent in the industry.
Hybrid Working: Enjoy the flexibility of working from home for 2-3 days a week, allowing you to achieve a better work-life balance.
Flexible Work Arrangement: Our core working hours are Monday to Thursday from 10am to 4pm, and Friday from 10am to 3pm, providing flexibility to accommodate personal and professional commitments.
Pension Match: We offer a pension match scheme to help you secure your financial future.
Income Protection: Receive support in safeguarding your income in the event of illness or injury.
Life Assurance: Gain peace of mind with life assurance coverage.
Training and Development Programme: Access a range of training and development opportunities to enhance your skills and advance your career.
Employee Assistance Programme: Benefit from confidential support services to address personal or professional challenges.
Sports and Social: Engage in our vibrant sports and social activities to foster a sense of community and well-being among our team members.
Increased Annual Leave: Enjoy increased annual leave entitlements based on years of service, rewarding your dedication and commitment.
Recognition Awards: Receive recognition for your contributions through our awards program, celebrating achievements and excellence.
Annual Salary Reviews: We conduct annual salary reviews to ensure your compensation remains competitive and reflective of your performance and contribution.

We are an equal opportunity employer and value diversity at our company. We do not discriminate based on race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform crucial job functions, and receive other benefits and privileges of employment. Please contact us to request accommodation.