Accounts Payable Assistant

Role Overview

The Accounts Payable Assistant is tasked with ensuring precise and prompt handling of supplier invoices and supporting the daily operations of the purchase-to-pay (P2P) cycle. This role manages supplier payments, employee expense claims, company credit card transactions, and select online and direct debit payments, guaranteeing every transaction is processed correctly, approved swiftly, and documented according to company policies and financial controls.

Ideal for individuals with a thorough grasp of the P2P workflow, this position thrives in a dynamic B2B services setting and requires excellent organizational abilities, meticulous attention to detail, and a proactive mindset to efficiently resolve discrepancies.

Main Duties

• Accurately process supplier invoices and credit notes within set deadlines.
• Match invoices to purchase orders and related documents following company protocols.
• Precisely code invoices without purchase orders and route them for approval in line with delegated limits.
• Handle employee expense claims ensuring complete receipts, proper coding, approvals, and documentary support before posting.
• Reconcile and process company credit and purchasing card transactions, validating all expenses are supported, coded correctly, and authorized appropriately.
• Manage and track web-based and direct debit expenditures, ensuring complete recording and escalating incomplete information.
• Investigate discrepancies in invoices and expenses such as missing purchase orders, duplicate entries, absent receipts, incorrect coding, and lack of approvals.
• Collaborate with internal teams to promptly obtain necessary approvals and resolve payment queries.
• Maintain professional communication with suppliers and employees to foster positive relationships.
• Reconcile supplier statements and assist with company card and direct debit reconciliations as needed.
• Support supplier payment cycles, employee reimbursements, and preparation of relevant documentation.
• Keep accurate supplier records and transaction logs to ensure a clear and compliant audit trail.
• Monitor shared accounts payable inboxes and query lists, ensuring timely action in accordance with service levels.
• Assist month-end closing activities, including cut-off procedures, ageing creditor reviews, and timely postings.
• Escalate unresolved issues, process backlogs, or control concerns to the senior accounts payable team member.
• Recommend process improvements by identifying recurrent problems and suggesting practical solutions.

Core Responsibilities

• Ensure timely and accurate processing of supplier invoices, employee expenses, and payment transactions.
• Efficiently handle accounts payable inquiries, approvals, and documentation.
• Maintain precise supplier and financial records with a strong audit trail.
• Support timely supplier payments and contribute to a well-controlled, efficient Accounts Payable function.

Essential Qualifications and Experience

• Prior experience in accounts payable, finance administration, or a transactional finance role.
• Strong knowledge of the full purchase-to-pay cycle including invoice handling, purchase order matching, coding, approvals, expenses, payment preparation, and dispute resolution.
• Experience working in a B2B services environment or similarly fast-paced operational business.
• High attention to detail and commitment to accuracy.
• Excellent organizational skills with the ability to prioritize and meet deadlines.
• Good communication skills with confidence in professional engagement with suppliers, staff, and internal stakeholders.
• Proficiency in Microsoft Excel and familiarity with finance systems.

Preferred Background

• Experience in a shared services environment.
• Familiarity with processing employee expenses and company credit card transactions.
• Exposure to processing direct debit and online expenditures.
• Usage of Sage Intacct accounting software.
• Working knowledge of facilities management, property services, engineering services, or other contract-based B2B organizations.

Personal Qualities

• Dependable, organized, and reliable.
• Methodical, precise, and detail-conscious.
• Customer-oriented with a professional and responsive attitude.
• Positive, collaborative, and willing to learn continuously.
• Comfortable operating within structured, process-driven environments with defined controls, deadlines, and service benchmarks.