VidexUK
Purchase Ledger / Accounts Payable Administrator
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About Us
Videx UK is a long-established manufacturer of door entry and access control solutions, with more than 40 years' experience supplying installers, specifiers, and end users throughout the UK. We are a team of more than 50 people, headquartered in Newcastle upon Tyne, and we continue to grow. This position has arisen from that continued growth, and follows some recent changes in how our finance team is structured.
The Role
We are looking for a reliable and detail-focused Purchase Ledger / Accounts Payable Administrator to support the day-to-day finance operations at Videx UK. You will own the supplier ledger end to end — maintaining supplier accounts, processing purchase invoices and payments in line with agreed trading terms, and managing employee expense claims.
This is a hands-on role in a small, close-knit finance team, where accuracy, discretion, and a strong sense of ownership are genuinely valued. You will work closely with the Purchasing Department and report to the Finance Manager, with real scope to shape how our purchase ledger processes run.
What You'll Be Doing
Purchase Ledger / Accounts Payable
- Processing purchase invoices accurately and to deadline, working alongside the Purchasing Manager
- Matching invoices to purchase orders and goods received notes before posting
- Resolving invoice discrepancies with the Purchasing Department
- Maintaining supplier accounts in Dimensions (The Access Group)
- Preparing and processing supplier payment runs in line with agreed payment terms
- Reconciling supplier statements and clearing historic and ongoing queries
- Liaising professionally with suppliers and internal stakeholders on invoice and payment queries
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Expenses Administration
- Processing and checking employee expense claims via Zoho Expense
- Ensuring claims comply with company policy and are correctly authorised
- Posting approved expenses to the nominal ledger and resolving queries with staff
Ledger, Controls & Administration
- Assisting with month-end close activities for purchase ledger and expenses
- Maintaining accurate records for audit and compliance purposes
- Providing holiday and absence cover for sales ledger and credit control duties, including allocating receipts and chasing overdue customer balances
- Supporting continuous improvement of finance processes and controls, and general finance administration as required
What We're Looking For
Essential
- Previous experience in a purchase ledger, accounts payable, or similar finance role
- A high level of accuracy and attention to detail
- Strong organisational skills and the ability to manage competing deadlines
- Good working knowledge of Excel (sorting, lookups, basic formulas)
- Comfortable handling confidential and financially sensitive information
- Clear, professional communication with suppliers and colleagues alike
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Desirable
- Experience using Dimensions (The Access Group) or a similar ERP system
- Experience processing staff expenses
- Working knowledge of sales ledger and credit control processes
- AAT qualification, or working towards one
- Experience in a multi-supplier, fast-paced environment
You'll Thrive Here If You Are
- Trustworthy, reliable, and process-driven
- Someone who takes pride in getting regular, process-driven work right first time
- Proactive in resolving issues rather than simply flagging them
- Calm and methodical under pressure
What We Offer
- Competitive salary, depending on experience
- 20 days' holiday plus bank holidays, rising with service
- Hours: 40 hours per week, [Monday to Friday, 8:30am – 5.00pm]
- Working pattern: office-based in Newcastle upon Tyne
- Pension Scheme
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