We are looking for a Senior Administrator to work with Paragon at their Peterborough site.
As the Senior Administrator, you will be working closely with the site’s Postal Solutions team to ensure the smooth operation of postal services by managing key administrative processes, maintaining accurate financial records, and providing day-to-day support across Accounts Payable, vendor management, reporting, and audit requirements.
You will play a central role in ensuring postal activity is logged, reconciled, compliant, and processed efficiently. This role also provides cover for the Postal Solutions Manager during periods of absence.
Main Responsibilities:
- Receive and log invoices from postal suppliers, accurately assigning costs by client.
- Retrieve postage documentation from multiple portals and maintain clear records for audit and reporting.
- Generate reports for internal teams and audit needs.
- Cross-check postage files to confirm invoices match expected volumes and costs.
- Record invoices and PO numbers, following up with vendors on payment status and exceptions.
- Investigate additional vendor charges (e.g., Royal Mail) to validate accuracy, disputing where necessary or escalating corrective actions internally.
- Manage invoice disputes and queries with internal teams and suppliers, ensuring timely resolution.
- Assist with monthly postage accruals for P&L analysis.
- Review client invoicing versus internal costs, highlighting variances or opportunities to improve margins.
- Support audit activity as required.
- Gather Proof of Delivery (POD) documentation for all mail and despatch, filing accurately within job folders.
- Liaise with Operations, Production, and Account Managers, contributing to daily production meetings and forecasting mailing volumes.
- Support the preparation and completion of daily posting paperwork for all postal providers.
- Act as a point of contact for postage supplier queries, communicating outcomes to relevant stakeholders.
- Obtain production counts and weights throughout the day and report them to Operations and the Postage Teams.
- Carry out additional tasks as required to support the team and operational needs.
Required Skills & Experience:
- Proven experience in office administration with strong IT skills (Word, Excel, Outlook).
- Good understanding of Accounts Payable or basic accounting and bookkeeping processes.
- Strong numerical ability with accurate data entry skills.
- Experience working with spreadsheets and specialist internal systems.
- High attention to detail and thorough, methodical approach.
- Able to work both independently and as part of a team.
- Flexible and adaptable to changing workloads.
- Knowledge of UK postal services or direct mail production is beneficial but not essential.
This is a full-time, site-based role working Monday to Friday, 9:00am – 5:30pm, working at the Peterborough site (PE2 6TH) – free parking offered if required.
Please note that due to the high volume of responses we receive, only successful applicants will be contacted.
We are an equal opportunity employer, and we encourage job applications from people of all backgrounds. All qualified applicants will receive consideration regardless of gender, race, religion, age, disability, sexual orientation, or marital status.
Salary: £40,000
Contract: Permanent
Location: Peterborough