We are currently looking for an experienced Purchase Ledger Clerk to join our team in Bristol.
To ensure information is processed timely and accurately. Support the strategic objectives of the organisation and deliver optimum customer service to our internal and external clients. To ensure all work in processed correctly and in a timely manner. To ensure internal controls and procedures are adhered to as per the RICS and ARLA guidelines and support the Hamptons International brand.

EXPERIENCE & SKILLS REQUIRED TO BE A SUCCESSFUL PURCHASE CLERK:

• Excellent organisational and prioritisation skills
• Excellent written and verbal communication skills
• Previous experience within a estate agents an advantage but not essential
• Working knowledge of Microsoft Office

Day to Day Administration

• Ensure all invoices are posted to the correct ledgers and the correct procedures are adhered to.
• Report any shortfall of funds to the relevant Property Manager.
• Liaise with contractors to ensure all invoices are paid in line with service agreements.
• Liaise with branches/Property Managers and contractors to ensure queries are resolved.
• Ensure all invoices are either paid on the Landlords account or entered on a PIR and sent to Finance for payment.
• Achieve the objectives and targets set by your Manager on a monthly, quarterly and annual basis.

Finance:

• All queries/complaints to be dealt with in line with company/departmental procedures and service level agreements.
• Ensure monthly statements are received from each contractor.
• All processing to comply with our Guide to Property Management and within ARLA regulations
• Contractor invoices and statements to be processed promptly and any concerns regarding non payment raised with Manager.

Customer Care

• Ensure that all customers receive a professional, efficient, friendly, consistent and personalised service.
• Ensure all telephone messages and emails are returned or acknowledged the same working day.
• Maintain and promote a positive “can do” approach
• Deal with and resolve, where possible, initial client complaints for the Branch, escalating only to the Branch Manager/Senior PM when necessary.
• Consistently demonstrate the ability to preempt and fully understand customer needs and requirements
• Actively support the department in achieving the highest levels of customer service feedback from clients, suppliers and the Company

Local brand positioning, enhancement and protection.

• Demonstrate a personal regard for both internal and external customers, reflecting the Company’s high standards and supporting its brand image.
• Promote other Hamptons Services where appropriate and generate referral leads.

Financial Management and Compliance

• Comply with all Legislation, attending relevant courses to keep up to date with any changes, or pending changes to the law.
• Ensure that where invoices are received without adequate funds on account, or when PM’s are not authorising invoices in a timely fashion that this is raised with your Manager.
• Check invoices for accuracy prior to authorising for payment.

Training

• To attend any internal/external training courses as deemed appropriate
• To develop areas as identified by your Manager during monthly 1-2-1’s

Business Relationships:

• Proactively develop strong relationships with other departments within Lettings.
• Develop a strong business rapport with external suppliers and contractors to further progress the quality and efficiency of the Division

Administration Management

• Pro-actively ensure that all written communications on behalf of the Department are accurate to the best of your knowledge, conform to ARLA requirements and are professional in every respect.
• Manage your desk and your IT support systems in an organised and efficient manner, so that current activity is accurately and systematically documented.
• Ensure all relevant information is recorded on HamLet using File Notes