Accounts Payable Assistant in Bletchley

Role Overview

The Accounts Payable Assistant is a core member of the finance team, responsible for ensuring the accurate, efficient, and timely processing of high-volume supplier invoices and employee expenses. Based in our Milton Keynes office, this permanent role focuses on maintaining a precise purchase ledger, resolving financial queries, and facilitating weekly payment runs while ensuring strict adherence to internal financial controls.

Key Responsibilities

• Invoice Processing & Ledger Management

  • Accurately log, match, batch, and code high volumes of purchase invoices against corresponding purchase orders (POs) and delivery notes.

  • Ensure all invoices are authorized by the appropriate department heads prior to payment.

  • Maintain a clean, up-to-date, and accurate purchase ledger.

  • Identify and investigate discrepancies between POs, delivery receipts, and supplier invoices.

• Payment Runs & Reconciliations

  • Prepare and process weekly and mid-month payment runs (BACS, CHAPS, and international transfers) accurately and on time.

  • Perform regular supplier statement reconciliations, actively chasing missing invoices or credit notes to ensure account balances align.

  • Process and reconcile employee out-of-pocket expenses and corporate credit card statements in line with company policy.

  • Assist with month-end and year-end closing procedures, ensuring all AP timelines are met.

• Query Resolution & Supplier Relations

  • Serve as the primary point of contact for external supplier inquiries via phone and email, resolving payment disputes and account holds professionally.

  • Liaise internally with procurement and operational teams to resolve unapproved invoices and PO discrepancies.

  • Set up new supplier accounts and maintain accurate vendor master data, ensuring bank details are verified to prevent fraud.

• Experience & Knowledge

  • Proven track record working within an Accounts Payable, Purchase Ledger, or general Finance Administration role.

  • Strong understanding of standard double-entry bookkeeping and basic accounting principles.

  • Familiarity with major ERP or accounting software (e.g., SAP, Sage, Oracle, Xero, or MS Dynamics).

  • Intermediate proficiency in Microsoft Excel (VLOOKUPs, Pivot Tables, and basic formulas).

• Skills & Attributes

  • Attention to Detail: Exceptional numerical accuracy and a meticulous approach to data entry.

  • Time Management: Ability to manage a fast-paced workload, prioritize effectively, and meet strict daily and monthly deadlines.

  • Communication: Clear, professional written and verbal communication skills for handling internal stakeholders and external suppliers.

  • Reliability: A strong sense of accountability and comfort working fully on-site in a structured 9-to-5 team environment.

Compensation & Benefits

• Salary: 30,000 - 32,000

• Pension: Company pension scheme with employer contributions

• Holiday: 25 days annual leave plus standard UK bank holidays

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