COMPANY BACKGROUND

Since it’s conception in 1997, Sportsafe now employs over 66 staff at three locations in Essex (head office), Manchester and Scotland.
Sportsafe offers installation, service and sales of sports and fitness equipment to more than 10,000 customers from the Shetland Isles to the South Coast in the including primary and secondary schools, private schools, sports centres, care homes and more than 120 county councils and fire, police and NHS authorities. The company is ISO 9001; ISO 14001, ISO 45001, Constructionline Gold, Safecontractor, CHAS and AFPE accredited.
Core Values – Our culture makes us different from our competitors
Trust - in colleagues
Integrity - with all colleagues & customers,
Respect - for all colleagues & customer,
Operational excellence - Attention to detail
Quality - right first time
Enjoyment/Passion - a great working environment
Pride - in what we do and how we do it
Purpose - Supporting the next generation in sport and fitness

Provide safe environment for; -

• children and young adults to engage in play, sports and fitness.
• those working in all emergency services to engage in sports and fitness.
• those in prison to engage in sports and fitness activities.
• those working in the armed forces to engage in sports and fitness.

MINIMUM EXPERIENCE REQUIRED

• At least 2 years’ experience working in an account’s environment.
• Knowledge of Access Dimensions would be advantageous but not essential.

KEY SKILLS, CHARACTERISTICS AND EXPERIENCE

• Competent on accounting software and MS Excel
• High degree of accuracy and attention to detail.
• Excellent written and verbal communicator at all levels with both internal and external stakeholders
• Ability to develop robust working relationships
• Strong team player
• Commercially focused with a clear understanding of business impact.
• Proactive approach, results driven
• Ability to work to tight deadlines
• Self-motivated with the energy, drive and passion to make a difference, positively challenge and innovate.
  Location and hours
  Colchester, Essex
  Mon – Thurs 8am – 4:45pm
  Friday 8am -3:30pm

THE ROLE

This is a key role within the Finance team, supporting the Head of Finance across all areas of financial accounting. The Accounts Assistant will be assisting in the end-to-end management of both the Purchase Ledger and Sales Ledger, ensuring accurate processing of supplier invoices, customer billing, and timely payment cycles.
In addition to ledger management, the role will assist credit control, as and when required with the monitoring of customer accounts, issuing statements, chasing outstanding debts, and ensuring compliance with agreed credit terms. Building and maintaining positive working relationships with customers and suppliers will be essential to succeed in this role.
You will also support the preparation and monitoring of cash flow forecasts, assist with bank reconciliations, and assist in the preparation of monthly management accounts. This includes journal postings, accruals and prepayments, and supporting the Head of Finance with financial analysis and reporting as required.
This varied and hands-on role requires a high degree of accuracy, organisation, and discretion. The ideal candidate will be proactive, analytical, and able to work both independently and as part of a busy and collaborative team.
The Finance team delivers essential support to the wider business throughout the week. While standard working hours apply, flexibility is expected to meet operational deadlines, particularly during month-end, year-end, and audit periods.

RESPONSIBILITIES

Invoice Processing
Accurately input and process supplier invoices into the accounting system, ensuring correct nominal coding, VAT treatment, and appropriate levels of authorisation. Timely and accurate entry is essential to ensure a smooth purchase-to-pay cycle.
Supplier Reconciliation
Regularly reconcile supplier statements against the ledger to ensure all invoices, credit notes, and payments are accounted for. Any discrepancies should be identified and resolved promptly, maintaining supplier confidence.
Payment Runs
Prepare and process weekly and monthly supplier payment runs in accordance with company policy. Ensure payments are made on time and that accurate records are maintained for audit and reconciliation purposes.
Query Resolution
Act as the first point of contact for supplier enquiries relating to invoices, payments, or statements. Resolve issues professionally, efficiently, and in line with agreed service levels.
Vehicle Administration
Ensure all engineer vans are correctly registered with toll and tunnel accounts, including Dart Charge, Mersey flow, and Congestion Charge. Keep payment accounts up to date and resolve any fines or errors.
Purchase Order Matching
Match supplier invoices to corresponding purchase orders and delivery notes where applicable. Investigate and escalate any mismatches or discrepancies to the relevant departments.
Record Keeping
Maintain a clear and organised digital filing system for all financial documents, including invoices, credit notes, statements, and correspondence. Ensure compliance with audit requirements and financial regulations.
Reporting
Support the month-end process by assisting in the preparation of aged creditor reports, providing accurate and timely data to the Head of Finance.
Internal Communication
Work closely with internal departments such as Procurement, Operations, and Warehouse to ensure smooth invoice approvals, timely PO creation, and resolution of any administrative barriers.
Ecommerce Order Processing
Accurately maintain and process ecommerce orders within the accounting and order management systems, ensuring timely invoicing and stock accuracy.
Customer Account Management
Assist with the creation and setup of new customer accounts within the Access Dimensions system, ensuring all customer data is accurate and complete.
Hotel Bookings
Coordinate hotel bookings for engineers as required, ensuring adherence to company travel policies and cost efficiency.
Sales Ledger and Credit Control Support
Support the finance team by raising customer invoices, allocating payments, and assisting with debt collection activity, including issuing reminders and liaising with customers regarding overdue balances.