Accounts Payable Administrator

Job Summary

The AP Assistant will report directly to the AP Manager and will be responsible for delivering the Accounts Payable process This includes, ensuring the seamless end-to-end processing of invoices and payments, handling supplier queries, and ensuring compliance with company policies and service level agreements (SLAs). They will work closely with internal and external teams to resolve discrepancies, maintain data accuracy, and support process improvements.

Job Responsibilities

The AP Assistant will be required to execute the following responsibilities:

• Execute the full Accounts Payable (AP) including:
  • Managing supplier master data
  • Inputting and processing invoices
  • Managing the approval of invoices
  • Managing budget holder and supplier queries
  • Managing payment runs
  • Supplier statement reconciliations
  • Managing and processing adjustments
  • Intercompany reconciliation
• Process electronic and paper invoices, ensuring timely and accurate posting in the system.
• Validate invoices and resolve discrepancies in line with financial controls.
• Be the first point of contact for supplier queries, ensuring timely resolution in line with SLAs.
• Investigate and resolve payment discrepancies, escalating issues where necessary.
• Prepare and validate payment runs, so all payments are processed accurately and on time.
• Maintain accurate records of transactions to ensure data integrity across finance systems.
• Support internal and external audits by providing necessary documentation and information.
• Conduct supplier statement reconciliations and resolve price and quantity discrepancies.
• Engage with budget holders for invoice approvals and payment authorisation.
• Monitor and track outstanding invoices and payments, proactively addressing delays.
• Support month-end and year-end closing activities related to AP processes.
• Provide regular reports on performance, highlighting key metrics and areas for improvement.
• Process and distribute payments so all transactions are completed accurately and on time.
• Review and analyse invoices, complying with company policies and regulatory requirements.
• Identify and escalate any risks or inefficiencies in the accounts payable process.
• Contribute to continuous process improvements within the AP function.
• Perform knowledge transfer and training during transition periods, including developing process documentation.
• Provide training and support for new team members on AP processes and systems.
• Assist in maintaining and improving relationships with key suppliers, ensuring accurate data and consistent service.
• Collaborate with other departments, such as procurement and treasury, to ensure alignment and improve process efficiencies.
• Ensure appropriate tax treatment of invoices in line with VAT and other regulatory requirements.
• Monitor and report on KPIs related to AP processes, highlighting areas for potential improvement and cost savings.
• Provide proactive solutions to enhance payment processes and vendor relationships.
• Maintain up-to-date knowledge of accounts payable systems and processes, ensuring continuous professional development.

Job Qualifications

Essential:

• Experience working in a similar role
• Excellent analytical skills with strong attention to detail, ensuring high accuracy in data entry and processing
• Excellent communication skills, both written and verbal, with the ability to interact with internal and external stakeholders
• Ability to work under pressure, meet deadlines, and manage multiple tasks effectively
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook

Desirable:

• Relevant degree in Finance / Accounting or similar field is preferred
• Experience in a Shared Services Centre (SSC) environment for atleast 2 years.
• Knowledge of ERP systems, processes and workflow technology
• Experience with data analysis and reporting tools to support AP operations
• Operated in complex environment with the same size and scale
• Experience from working in a similar industry