Finance Assistant

Job Title: Finance Assistant
Reports To: Finance Manager

Operational Responsibilities

• Assist the Finance Manager in day-to-day financial operations, including data entry, invoice processing, and reconciliations
• Support the preparation and processing of supplier invoices, purchase orders, and payment runs.
• Ensure timely posting of financial transactions in SAGE and/or Zoho Books as applicable.
• Liaise with internal departments (Procurement, Warehouse, Operations) to verify documentation and resolve invoice or cost discrepancies.
• Assist with maintaining accurate and up-to-date financial records across all systems

Administrative Responsibilities

• Maintain organised filing systems for invoices, receipts, statements, and financial correspondence.
• Support month-end and year-end administrative processes, including gathering supporting documents and preparing files for internal or external audit.
• Assist with office-based administrative tasks related to finance and documentation control.
• Prepare financial documentation for signature and ensure proper filing and retention.

Quality Responsibilities

• Ensure accuracy and completeness of financial data entered into SAGE, Zoho, and Excel.
• Follow company internal controls and financial procedures to maintain high standards of accuracy and compliance.
• Support continuous improvement initiatives in financial workflows and documentation quality.
• Escalate discrepancies, irregularities, or potential financial risks to the Finance Manager.

HSE Responsibilities

• Adhere to all company Health, Safety & Environmental policies when handling finance documents on-site or in office environments.
• Maintain confidentiality and secure handling of financial information in line with company policy and GDPR obligations.

Asset Responsibilities

• Ensure the secure handling and proper use of company-issued devices and financial systems.
• Maintain accurate documentation supporting the movement and allocation of company assets when linked to financial transactions.

Financial Responsibilities

• Assist in maintaining accurate supplier ledgers and reconciliation of supplier statements.
• Monitor purchase expenditures against budgets and flag variances for review.
• Support cost control by ensuring correct coding, approval, and compliance of invoices and expenses.
• Assist in chasing missing financial documentation from suppliers and internal departments.
• Prepare draft financial reports, cost summaries, and expenditure overviews using Excel.

Reporting Responsibilities

• Maintain and update financial trackers, schedules, and spreadsheets as required.
• Prepare regular reports on accounts payable, outstanding invoices, and payment status for management review.
• Extract data from SAGE, Zoho, and Excel to support financial analysis and reporting.
• Assist the Finance Manager with the preparation of monthly, quarterly, and annual reports.

Attitude & Culture Responsibilities

• Uphold DLI’s values of Trust, Commitment, and Professionalism.
• Maintain a cooperative and supportive attitude when interacting with colleagues, suppliers, and external partners.
• Demonstrate reliability, accuracy, and a high level of attention to detail in all financial tasks.
• Maintain strict confidentiality of all company financial information.

Training Responsibilities

• Participate in finance-related training programmes to improve technical skills (SAGE, Zoho, Excel, financial procedures).
• Keep up to date with new processes, system updates, and financial regulations relevant to the role.
• Share knowledge with team members to support cross-functional capability.