Accounts Payable Assistant

Role Overview

The Accounts Payable Assistant plays a vital role in ensuring supplier invoices and related payment processes are handled promptly and accurately. This role supports the full purchase-to-pay (P2P) cycle including supplier payments, employee expenses, company card reconciliations, and monitoring web and direct debit expenses, adhering strictly to company policies and financial controls.

Key Duties

• Accurately process supplier invoices and credit notes within set deadlines.
• Match invoices with purchase orders and other necessary documentation following company procedures.
• Correctly code invoices without purchase orders and direct them for approval in line with authority levels.
• Handle employee expense claims ensuring all receipts, codes, approvals, and documentation are complete before posting.
• Reconcile company credit and purchasing card transactions, verifying all spending is supported, coded correctly, and authorized properly.
• Manage web and direct debit payments to ensure transactions are recorded accurately and escalate issues when information is missing.
• Investigate discrepancies such as missing purchase orders, duplicate invoices, missing receipts, wrong coding, and incomplete approvals.
• Coordinate proactively with internal teams to secure approvals and resolve queries regarding invoices, expenses, and payments swiftly.
• Maintain professional communication with suppliers and employees, fostering positive relationships with all stakeholders.
• Reconcile supplier statements and assist in company card and direct debit reconciliations as required.
• Support supplier payment runs, employee reimbursements, and prepare accompanying documentation.
• Keep supplier records and transaction data accurate to ensure clear and compliant audit trails.
• Monitor shared accounts payable inboxes and queries to ensure timely action within agreed service levels.
• Participate in month-end activities including cut-offs, aged creditor reviews, and invoicing posting deadlines.
• Alert Accounts Payable Senior of any unresolved issues, delays, or control concerns.
• Identify recurring problems and suggest improvements to streamline Accounts Payable processes.

Essential Qualifications and Experience

• Prior experience in an Accounts Payable, Finance Administration, or transactional finance role.
• Understanding of the complete purchase-to-pay process, including invoice management, purchase order matching, coding, approval workflows, expense processing, payment preparation, and query resolution.
• Experience in a B2B service environment or a similarly fast-paced operational setting.
• Exceptional attention to detail and high accuracy levels.
• Strong organizational capabilities with effective multitasking and deadline management skills.
• Confident communication skills for professional interaction with suppliers, employees, and internal departments.
• Proficient in Microsoft Excel and familiarity with finance software systems.

Desired Attributes

• Previous work experience in a Shared Service Centre.
• Hands-on experience with employee expense claims and company card management.
• Familiarity with handling direct debit and online expenditure transactions.
• Knowledge of Sage Intacct financial software.
• Experience within facilities management, property, or engineering services sectors or similar contract-based B2B industries.

Personal Qualities

• Dependable, well-organized, and reliable.
• Precision-focused, methodical, with strong attention to detail.
• Customer-oriented with a professional and responsive demeanor.
• Positive attitude, collaborative nature, and a willingness to learn.
• Comfortable working in a structured environment governed by clear processes, controls, deadlines, and service standards.