ROLE PROFILE

JOB TITLE :Business Systems Co-ordinator

DEPARTMENT:Accounts (VRM)

LOCATION:Kings Hill

JOB REF:101SE

1.JOB PURPOSE

  • To provide accurate, high quality business interface and support within VRM in terms of trading, shipping, accounts, purchase order, invoicing, documentation and assistance with credit control. Ensure all PRN/PERN data and documentation is properly maintained and claimed in compliance with EA regulation and returns submitted in a timely fashion. Support the development and maintenance of IT systems, data exchange and interface with VWM on all trading activity, financial control and all administration systems.

2REPORTING RELATIONSHIPS

  • Responsible to: Logistics Account Manager
  • Responsible for: N/A

ROLE PROFILE AGREEMENT

JOBHOLDER: Sample MANAGER:

SIGNATURE: SIGNATURE:

DATE: DATE:

Working towards Equal Opportunities

3PARAMETERS

  • N/A.

4PRINCIPAL RESPONSIBILITIES

  • To provide accurate, high quality business interface and support within VRM in terms of trading, shipping, accounts, purchase order, invoicing, documentation and assistance with credit control. Support the maintenance of all appropriate records on PRN/PERN data and compliance. Support the development and maintenance of IT systems, data exchange and interface with VWM on all trading activity, financial control and all administration systems.
  • Purchase Orders.
  • Sales Invoicing.
  • Revenue Protection - ensuring all loads are captured in Exportmaster.
  • Reconciliation between Gatehouse and Exportmaster for all third sitemovementsand inter-depot trading.
  • Provide Audit trails of weighbridge tickets entered into Exportmaster.
  • As part of the accounts and business management team this role shall support the Business Manager and team with the effective administration, reporting and proactive management of all procurement and sales systems and administration in an accurate, timely, profitable and compliant manner.
  • You shall courteously and efficiently deal with, or direct to the appropriate staff enquiries from existing customers or new business enquiries and submit or assist in the submission of quotations within pre-set budget parameters.
  • You must remain aware at all times of your responsibilities for your own Health and Safety, for the Health and Safety of those directly responsible to you, your work colleagues and any others who may be effected by the operations under your responsibility or control. You must ensure that at all times the correct PPE is worn. Please refer to the Health and Safety Policy for further details on your specific responsibilities.
  • You must adhere to all Company Policies & Procedures (including but not limited to) those specified in the Employment Handbook, H&S Policy, EMS System, IMS System, Management Guide and any financial/accounting systems.
  • Apart from the duties summarised in your Role Profile, the company reserve the right to include other reasonable duties which are part of, and incidental to, this type of work.

5KEY JOB ELEMENTS

  • Adhere to all Company Policies and Procedures and ISO Standards at all times.
  • Represent the Company in a professional manner at all times.
  • To provide accurate, high quality business support and interface with VWM units throughout the country and on all trading activity, the accurate data exchange and input to Export Master.
  • Sales Invoicing.
  • Revenue Protection - ensuring all loads are captured in Exportmaster.
  • Reconciliation between Gatehouse and Exportmaster for all third sitemovementsand inter-depot trading.
  • Provide Audit trails of weighbridge tickets entered into Exportmaster.
  • Support the development and maintenance of IT systems, data exchange.
  • Support the financial control and administration of all systems and the generation of timely, accurate reports within VRM.
  • Assist in the accurate assessment of all contracts, LC and other payment T&C’s and the preparation and timely submission of all documents and entry into appropriate IT systems.
  • Support the timely credit and debt control within set limits.
  • Support ensuring that all financial, commercial and sale activity, controls and documentations are utilised and properly administered including but not limited to sales T&C, Letter of Credit and FX.
  • Ensure the efficient reliable running and interface of VRM and VWM IT systems, data exchange and administrative systems.
  • To produce weekly and monthly statistics reports as required.
  • To analyse cost and sales variances to budget and assist in ongoing forward remedial actions.
  • To support all financial and accounting activities within VRM to ensure compliance with company policies and procedures, systems, integrity, accuracy and the timely production of all relevant data.

6KNOWLEDGE, SKILLS AND EXPERIENCE

KNOWLEDGE
Essential
KE1–Excellent working knowledge of Microsoft packages, in particular Excel, Outlook. Word and databases.
KE2 – Commercial Accounting experience.
Desirable
KD1- Good geographical knowledge.
KD1-Knowledge of the waste and recycling industry, environmental legislation and national and local government organisations and waste management strategies. / SKILLS
Essential
SE1 – Excellent Microsoft Excel and or databases.
SE2 –Good written, oral/telephone and numeracy skills.
SE3 – Well organised, logical and creative thinker.
SE4 – Self motivated with the ability to work under pressure and meet strict deadlines.
SE5 – A good team player with the ability to identify and work with external resources.
Desirable
SD1 –N/A.
EXPERIENCE
Essential
EE1 - Commercial Accounting experience.
EE2 - Experience of a commercial environment.
Desirable
ED1 –N/A. / QUALIFICATIONS
Essential
QE1 –N/A.
Desirable
QD1 –Any accountancy, commercial or relevant qualification.

7ORGANISATION CHART

Working towards Equal Opportunities