Accounts Payable Specialist

Gibson Dunn is a leading global law firm, advising clients on significant transactions and disputes. Our exceptional teams craft and deploy creative legal strategies that are meticulously tailored to every matter, however complex or high-stakes. The firm's work is distinguished by a unique combination of precision and vision. The firm is now looking for a talented Accounts Payable Specialist to join the London Finance team. The successful candidate will report to the London Finance Manager and will be an integral part of the Accounts payable and cashiering team.

Responsibilities

• Review invoices and expense claims submitted by Firm personnel for coding, accuracy, VAT/tax validity, and compliance with Firm policy.
• Deal with all related enquiries, internal and external whilst providing the highest level of customer service.
• Set up regular bank transfer payment runs for approved invoices and expense claims and submit standard release e-mails and supporting documentation to internal approvers for bank payment release purposes.
• Post invoices directly onto the Aderant accounts system and prepare single manual cheque requests and one-off bank transfers where necessary.
• Liaise with the Firm's larger invoice vendors (e.g. GETT, Deliveroo, Uber, Vodafone) and manage the receipt, amendment and posting of high-volume e-invoices onto Aderant.
• Communicate with attorneys and their secretaries to resolve invoice transaction issues.
• Jointly maintain the Firm's master Vendor records; set up new vendor details and adhere to the firm's policy on call back procedures in use for new vendors and changes in vendor bank details.
• Jointly maintain a firm approved vendor call back log and make available to firm management on request.
• Provide cover for holiday and other absences of the Senior Legal Cashier, dealing with basic cashiering tasks such as bank receipt monitoring and posting, client account receipts & payments, bank account management and control of the Firm's general ledger entries.
• Provide other assistance to the Senior Legal Cashier during the working day as required.
• Coordinate the entry of unposted disbursement invoices with the London billers, to allow the timely issue of Firm bills.
• Provide them with reports on request to assist bill production and payment.
• Work with other team members to ensure the Firm expenses are coded to the correct accounts and the correct entries appear in the main general ledger control accounts (e.g. bank, petty cash, VAT, personal accounts, etc.).
• Compile adjusting general ledger journals using the firm's standard journal format and submit to the LA finance team along with supporting documentation.
• Participate in special project work and deal with ad-hoc requests as needed.
• Enforce Firm practices, policies and procedures as they relate to Accounts Payable.
• Actively work to identify and implement opportunities for process improvements within the accounts department to increase efficiency.
• Take part in regular meetings with Finance Manager and/or Director of Administration and participate in other inter-office meetings and training sessions.
• Provide work cover to other offices as required and weekend on-demand cover during the year-end push period (September to December).

Qualifications

• Working knowledge of CMS Aderant is an advantage.
• Experience working with suite of Microsoft Office products (Word, Excel, PowerPoint, Outlook).
• Experience of working in a similar finance role, ideally a law firm (US firm preferred) with multiple overseas offices.
• Good working knowledge of UK and international/EU VAT requirements plus the detailed tax rules applicable to business expenditure in the UK.
• Strong communication skills, both verbal and written.
• Strong analytical skills.
• Detail-oriented in all tasks, including excellent proof-reading and research skills.
• Strong time-management skills and ability to meet deadlines.
• Ability to develop strong internal and external relationships, including ability to work effectively with people at all levels.
• Strong customer service ethic.
• Ability to multitask and prioritize responsibilities.
• Excellent judgment and decision-making skills.

Experience

• Ideally 1-3 years professional experience in a similar finance position. Law firm or professional services experience is preferred.