Accounts Administrative Assistant

Hours: Full time 9am to 5pm
Department: Accounts / Administration
Reports to: Accounts & Administration Assistant Manager

Job purpose
To provide accurate, reliable administrative support to the Accounts and Administration Office, covering sales and parts, daily cash sales reconciliation, customer invoices and statements, payroll timesheets and general office duties.

Key responsibilities

• Ledgers: check and enter purchase invoices (supplier details, invoice numbers, dates, amounts and VAT), keep customer and supplier records up to date, and investigate and report any discrepancies or queries.
• Customer invoices and statements: sort, match, file and post printed invoices and statements promptly. Printing and emailing are handled by other team members.
• Cash sales: reconcile daily cash sales against recorded sales, keep accurate records and report any discrepancies.
• Payroll timesheets: collect, check and enter timesheets onto the payroll spreadsheet on time, following up missing information and referring queries to the relevant manager.
• General administration: data entry, paper and electronic filing, scanning, copying, preparing documents and spreadsheets, and supporting colleagues as needed.
• Telephone: answer and direct calls, take messages and handle routine enquiries professionally.
• Document distribution: collect the daily tray from the Parts & Service Department and distribute its contents to the right people.
• Systems: use company systems including Ibcos Gold, follow procedures and maintain confidentiality at all times.

Essential

• Previous accounts, sales ledger or purchase ledger experience
• Good numerical skills and strong attention to detail
• Well organised, able to prioritise and meet deadlines
• Good IT skills including Excel, Word and Outlook
• Accurate data entry and the ability to spot discrepancies
• Good written and verbal communication

Desirable

• Ibcos Gold experience (training provided)
• Experience of both sales and purchase ledger
• Cash sales reconciliation
• Preparing or checking timesheets for payroll
• General office administration

Personal qualities
Accurate, organised, reliable, proactive, discreet, a good team player and willing to learn.

Training
Full training will be provided on company systems and procedures, including Ibcos Gold.

Please email CV and covering letter to louise@startintractors.co.uk

Closing date for applications 30th October 2026