Finance Assistant

Job Title: Finance Assistant

Location: Totalis Solutions, Belfast

Reports to: Finance Manager

Background:

Totalis is a private company that has been delivering consistent high-quality solutions for over 20 years to clients in the UK and Ireland.

Totalis has developed a one-stop shop approach for clients who require a comprehensive solution to their property portfolio. Providing high quality solutions to Build, Fit Out and Facilities Management requirements ensures that Totalis is uniquely positioned to add value to projects of any scale.

Job Summary:

The Finance Assistant plays a crucial role within Totalis by managing the purchase ledger and supporting the finance team in maintaining accurate financial records. This position requires a detail-oriented, organised individual with a solid understanding of financial processes, specifically in the accounts payable function. The Finance Assistant will also work closely with suppliers, ensuring payments are processed accurately and in a timely manner.

Key Responsibilities:

• Purchase Ledger Management:
  • Process supplier invoices, match them with purchase orders, and verify for accuracy and completeness.
  • Resolve any discrepancies between invoices and purchase orders, liaising with suppliers and relevant internal departments as needed.
  • Ensure all supplier invoices are accurately coded and processed onto the JobLogic CRM system.

• Payment Processing:
  • Assist with month end & mid-month payment runs, ensuring suppliers are paid in accordance with agreed terms.
  • Respond to supplier queries regarding outstanding payments and general account information.

• Reconciliation and Reporting:
  • Perform regular supplier statement reconciliations to ensure accurate records and identify any outstanding issues.
  • Assist with month-end and year-end closing processes, including preparing supporting documents for account reconciliations and audits.
  • Provide reports and updates to the Finance Manager as required.

• Record-Keeping and Compliance:
  • Maintain up-to-date and accurate financial records in line with company policies and procedures.
  • Ensure compliance with relevant financial regulations and internal controls.
  • Support in the implementation and improvement of purchase ledger processes and systems as needed.
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• Administrative Support:
  • Assist with filing and archiving purchase ledger documents and ensure an organised document management system.
  • Provide general support to the finance team and assist with ad-hoc tasks as required.

Person Specification

Qualifications and Education:

• A minimum of a high school diploma or equivalent (required).
• A relevant qualification such as an ATI or degree in Accounting, Finance, or a related field (desirable).
• Knowledge of basic accounting principles and financial regulations (required).

Experience:

• Previous experience in a finance or accounting role (essential).
• Experience with accounts payable and receivable, bank reconciliations, payroll, and taxation (desirable).
• Experience with financial reporting, including the preparation of budgets, forecasts, and balance sheets (desirable).
• Familiarity with financial software (e.g., Sage, QuickBooks, Xero, or similar) (essential).
• Experience with data entry and maintaining accurate financial records (essential).

Skills:

• Strong numerical and analytical skills with a keen eye for detail (essential).
• Proficiency in Microsoft Excel and other office software (Word, Outlook) (essential).
• Ability to prepare financial statements and reports (desirable).
• Understanding of VAT, PAYE, and other tax-related matters (desirable).
• Ability to handle sensitive financial information with confidentiality and integrity (essential).
• Strong problem-solving and organizational skills, with the ability to prioritize tasks effectively.
• Excellent communication skills, both written and verbal, with the ability to explain financial data clearly to non-financial stakeholders (essential).

Personal Attributes:

• Highly organised and able to manage multiple tasks while meeting deadlines.
• Strong attention to detail and commitment to ensuring accuracy in all financial data.
• Proactive and self-motivated with the ability to take initiative and work independently.
• A team player, willing to collaborate with other departments and team members.
• Ability to remain calm under pressure and adapt to changes in a fast-paced environment.
• Strong ethical standards with a commitment to transparency and accountability.

Additional Requirements:

• Ability to manage multiple tasks and prioritize effectively in a busy work environment.
• Willingness to continue professional development, including pursuing further financial qualifications.
• A customer-focused approach to internal and external clients, with a high level of professionalism in all interactions

#No Agencies please

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