Accounts Payable Administrator

Purpose Summary

Gerrards Cross or Middlesbrough

We are seeking a highly organised and detail-oriented Accounts Payable Administrator to join our finance team. The primary responsibility of this role is to ensure accurate and timely processing of invoices, payments, and supplier records. The ideal candidate should have strong attention to detail, excellent communication skills, and the ability to work effectively in a fast-paced environment.

The key areas of responsibility for the Accounts Payable Administrator include:

• Purchase Ledger
• Finance Administration

Skills, Experience and Qualifications

Essential Skills

• Experience of managing end to end accounts payable processes.
• Solid understanding of accounts payable principles, processes, and best practices.
• Experience of ledgers in a multi-company environment and of dealing with multiple currencies.
• Good systems knowledge and experience of working with corporate finance systems.
• Proficient in the use of MS Office applications including Intermediate knowledge of Excel to analyse and manage data.
• Degree level, diploma or equivalent education preferred.

Competencies

• You will have excellent planning and organisational skills to successfully plan and co-ordinate a high number of activities, with excellent time management, prioritisation, resilience, and the ability to remain calm and objective under pressure and meet deadlines.
• You’ll have a high level of accuracy and obsessive attention to detail.
• You will be inquisitive, with a problem-solving mind with the ability to synthesise information, analyse problems and recommend solutions.
• You’ll have excellent communication skills, good interpersonal skills, and an excellent telephone manner.
• You will be articulate and focused with the ability to work with others.
• You’ll be confident and able to work alongside strong personalities.
• You will have a proven track record and reputation for integrity, confidentiality, accountability, and results.

Principal Responsibilities

Purchase Ledger

• Responsible for the end-to-end purchase ledger process, ensuring invoices are accurately recorded and payments are timely.
• Process and review incoming invoices, ensuring accuracy, completeness, and adherence to company policies and procedures.
• Match invoices with purchase orders and receipts, verifying pricing, quantities, and terms.
• Code and enter invoices into the accounting system, ensuring appropriate general ledger account allocation to correct accounts, department codes and budgets.
• Prepare payment runs and process payments through various payment methods, such as electronic transfers and direct debit, ensuring that payments are properly authorised, evidenced with appropriate approvals, timely and are recorded accurately.
• Monitor and reconcile accounts payable transactions, resolving discrepancies and taking appropriate corrective actions.
• Maintain accurate and up-to-date supplier records, including contact information, payment terms, and tax details.
• Monitor the Accounts Payable inbox and respond to vendor queries regarding invoice and payment status in a timely and professional manner.
• Monitor aged creditors and follow through any action points to conclusion.
• Reconcile supplier statements to creditor balances.
• Assist in month-end and year-end closing activities, including accruals, reconciliations, and reporting.
• Support external audits by providing necessary documentation and information.
• Collaborate with cross-functional teams, such as procurement and finance, to streamline the procure-to-pay process and implement process improvements.
• Provide training to internal stakeholders on accounts payable processes, including raising of purchase orders, and routinely check that internal approval flows are accurate and relevant.
• Identify opportunities to improve accounts payable systems, processes, and workflows, and actively participate in the design and implementation of new systems or enhancements.

Finance Administration

• Ensure that all processes are documented and stored centrally.
• Support the Head of Finance with projects as part of business objectives.
• Provide information and analysis as required.
• Identify opportunities to improve processes to maximise efficiency and accuracy and reduce risk.
• Carry out analysis and reporting as required to support the requirements of the team.
• Such other duties as the management may from time to time reasonably require.