Purchase Ledger Administrator


Purchase Ledger Administrator

Department: Finance
Level: Team Member
Reports to: Finance Manager
Location: Mint House, Royston
Hours: 40 hours a week


Maintain designated area of the Purchase Ledger, ensuring all transactions are accurate and up to date. Communicate professionally with suppliers and other departments. Support other functions within the Finance department as required. Provide a professional service to other departments within Hotel Chocolat.


Purchase Ledger and Reporting
  • Process purchase invoices for all supplier types including UK and International. Ensure all transactions are processed accurately and as close to real time as practically possible.
  • Match invoices to GRNs and Purchase Orders where appropriate.
  • Ensure all invoices are coded and correctly approved within set authorisation limits.
  • Reconcile supplier statements and follow up any differences.
  • Review and process expense claim forms and credit card statements in line with company policy and authorisation procedures.
  • Maintain supplier records and ensure the purchase ledger is up to date at all times.
  • Respond to queries from both suppliers and other departments within Hotel Chocolat quickly and professionally.
  • Ensure all Purchase Ledger documents are correctly filed.
  • Assist in reviewing emails addressed to the Finance inboxes and action as appropriate.
  • Have a good understanding of VAT including rates applicable for different products, services and countries.
Cash and Bank
  • Create payment runs for authorisation and process UK & International payments accurately using online banking systems.
  • Update cashflow as required.
  • Maintain petty cash.
Month End
  • Ensure all authorised invoices relating to the current financial period have been posted.
  • Ensure invoices received relating to current financial period have been logged.
  • Review all debit balances and follow up action points.
  • Ensure there are no approved invoices posted to the “unapproved” codes.
  • Work with the rest of the team to ensure all intercompany recharges have been processed.
  • Review any relevant balance sheet control accounts and ensure appropriate action is taken.
  • Prepare trade creditor schedules required for the audit at the year end and ensure purchases are recorded in the correct financial year.

To Be Known For

  • Maintaining a complete and accurate purchase ledger for designated area, which is up to date at all times.
  • Fostering an open, honest, direct, challenging, can-do and get it right first time approach.

Key Attributes

  • Brand ambassador
  • Passion, energy and aspiration in line with Hotel Chocolat brand and core values
  • Strong self-awareness, communication, networking and interpersonal skills
  • Ability to plan, organise and work on multiple tasks simultaneously
  • Ability to prioritise effectively and execute tasks in a high-pressure environment
  • Efficient and well-organised with good administration, planning and organisation skills and ability to prioritise tasks
  • Act with professionalism, discretion and sensitivity
  • Open minded, non precious style
  • Driven and enthusiastic, a self-starter with a positive attitude
  • Team player

Apply now