Following a re-allocation of roles and duties within the firm, a new dedicated position is being created for an Accounts Administrator.

The role is full time office based in Whitefield, Manchester.

Please see the  Job spec and specification CLICK HERE.  Please send CV and covering letter to

JPS Chartered Surveyors | Accounts Administration Role

  • A firm of specialist auctioneers and valuers of machinery and business assets
  • Regulated by RICS.
  • Act primarily for insolvency practitioners, lending institutions and private companies for provision of asset management and surplus asset disposal.
  • Operate from office and warehouses in Whitefield, Manchester.
  • Team comprises professional staff, auction porters, administration and logistical support.
  • We are a progressive firm that embraces the decades and generations of experience with modern technology, seeking staff to assist in further enhancing efficiency of systems.
  • The firm is owned by fourth generation auctioneers and maintains an unrivalled reputation.
  • Infrastructure established to offer a wide range of solutions for the disposal of surplus assets including online auction platforms, marketplaces and private treaty.

Person specification and skills 

  • Good telephone manner,
  • Able to communicate effectively with all staff and non staff
  • Excellent reliability
  • Works efficiently and methodically
  • Good problem-solving skills
  • Sage Accounts, Microsoft Excel intermediate skills
  • Intermediate/advanced Microsoft Access would be an advantage.


Requests for Payment (RFPs) and invoices

  • Create Sales orders on Sage for Private treaty sales, add attachments,
  • Convert to invoice when payment received,
  • Monitor payment date checks,
  • Credit notes preparation and issuing,
  • Add entries to supplier for client account balance.

Auction accounts

  • Monitor auction bidders for approvals
  • Close auction, import results, issue invoices to buyers
  • Monitor payments received from auction and update system
  • Deliveries – add shipping quotes and send payment link
  • Update warehouse with deliveries to ship
  • Export invoices set to VAT zero if qualifying
  • Track and pursue unpaid buyers
  • Amend system for any agreed changes to invoices
  • Customer queries – telephone and email

Client Account reconcile Start every Mon PM, start Sage upload, must be finished every week

  • Obtain reports from online systems
  • Manipulate data to create sage audit imports (Excel and Access)
  • Import data to sage
  • Reconcile bank accounts
  • Investigate unreconciled transactions
  • Investigate customer balances
  • Client account reconcile is not like normal sage reconciles, it is imperative that control nominals are always balanced.
  • Investigate case account if negative balance
  • Produce reconcile reports for RICS compliance – spreadsheet check system from exported Sage data, bank statements, reconcile reports.
  • Advise to case managers weekly movement on cases

Office accounts

  • Fee (sales) invoice
    • Obtain all fee invoices not entered on Sage
    • Input into sage
    • Update
  • Supplier invoices
    • Ensure coded with N/c and Case
    • Staff expenses processing
    • Case manager checks
    • Input to sage
  • Weekly reconciles
    • Bank reconciles
    • Update case management database
      • Import Fee invoice date from sage
      • Import disbursements from sage
    • Manage supplier payments and process for approval
    • Month end routines
      • Check all fee invoices entered
      • Check all cases entered on case management databases
      • Balance customer and supplier accounts
    • Year end routines to prepare for audit
    • Seek reduction in costs where possible with suppliers or source quotes for provisions to us

Self-Bill Invoices

  • Predation of self-bill accounts to remit funds to vendors
  • Preparation of fee invoices, as directed by case managers

Client Statements

  • Update database when fee invoice issued or paid, client account movements, disbursement.

General Admin

  • Answer phones
    • Answer queries, take messages or forward calls
  • Monitor holidays
  • Monitor sickness
  • Liaising with utilities, suppliers, etc.
  • Liaise with payroll, health insurance providers, cash plans, pensions and DIS suppliers when change in staffing.

Future tasks

  • Once initial primary tasks are comprehended and achieved, further duties will be added to include exporting reports and manipulating through advanced Excel and/or Access use, would need skills including VLOOKUP.