Accounts Payable Assistant

Role Purpose

The Accounts Payable Assistant is responsible for the accurate and timely processing of supplier invoices and supporting the day-to‑day operation of the purchase‑to‑pay (P2P) function.

The role covers supplier accounts payable, employee expenses, company card transactions, and selected web and direct debit expenditure, ensuring all transactions are processed accurately, approved promptly and recorded in line with company policies and financial controls.

This role is suited to someone with a solid understanding of the P2P process who thrives in a fast‑paced B2B services environment.

Strong organisational skills, attention to detail and a proactive approach to resolving queries are essential.

Key Responsibilities

• Process supplier invoices and credit notes accurately and within agreed timescales.
• Match invoices to purchase orders and supporting documentation in accordance with company policies and procedures.
• Code non‑purchase order invoices accurately and route them for approval in line with delegated authority limits.
• Process employee expense claims, ensuring receipts, coding, approvals and supporting documentation are complete before posting.
• Process and reconcile company credit card and purchasing card transactions, ensuring all expenditure is supported, accurately coded and appropriately authorised.
• Process and monitor web‑based and direct debit expenditure, ensuring transactions are correctly recorded, supported and escalated where information is incomplete.
• Identify and investigate invoice and expense discrepancies, including missing purchase order numbers, duplicate invoices, missing receipts, incorrect coding and incomplete approvals.
• Proactively liaise with internal stakeholders to obtain approvals and resolve invoice, expense and payment queries in a timely manner.
• Respond professionally to supplier and employee enquiries, maintaining positive working relationships with internal and external stakeholders.
• Reconcile supplier statements and support company card and direct debit reconciliations as required.
• Assist with supplier payment runs, employee reimbursements and the preparation of supporting documentation.
• Maintain accurate supplier records and transaction data, ensuring clear and compliant audit trails.
• Monitor shared AP inboxes and query queues, ensuring requests are actioned within agreed service levels.
• Support month‑end activities, including cut‑off procedures, aged creditor reviews and the timely posting of invoices, expenses and card transactions.
• Escalate unresolved issues, process delays or control concerns to the Accounts Payable Senior.
• Contribute to continuous improvement by identifying recurring issues and recommending practical process enhancements.
• Key Accountabilities
• Deliver accurate and timely processing of supplier invoices, employee expenses and payment transactions.
• Effectively manage AP queries, approvals and supporting documentation.
• Maintain accurate supplier and financial records with robust audit trail compliance.
• Support the timely payment of suppliers and contribute to a well‑controlled, efficient Accounts Payable function.

Essential Knowledge, Skills and Experience

• Previous experience in Accounts Payable, Finance Administration or a transactional finance role.
• Good understanding of the end-to‑end purchase‑to‑pay (P2P) process, including invoice processing, purchase order matching, coding, approvals, expenses, payment preparation and query resolution.
• Experience working within a B2B services environment or another fast‑paced operational business.
• Excellent attention to detail with a high level of accuracy.
• Strong organisational skills with the ability to manage competing priorities and meet deadlines.
• Good communication skills with the confidence to engage professionally with suppliers, employees and internal stakeholders.
• Competent in Microsoft Excel and experienced in using finance systems.

Desirable

• Experience working within a Shared Service Centre environment.
• Experience processing employee expenses and company card transactions.
• Exposure to processing direct debit and web‑based expenditure.
• Experience using Sage Intacct.
• Experience within facilities management, property services, engineering services or similar contract‑based B2B organisations.
• Personal Attributes
• Reliable, organised and dependable.
• Accurate, methodical and detail‑oriented.
• Customer‑focused with a responsive and professional approach.
• Positive, collaborative and eager to learn.
• Comfortable working within a process‑driven environment with clearly defined controls, deadlines and service standards.
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