Accounts Payable & Office Administration in Reading

This person will be responsible for all aspects of the accounts payable and expense reimbursement functions, including: the recording of financial data for use in maintaining accounting and statistical records, and standardizing and streamlining work procedures. Additionally, this person will participate in payroll support activities.

Essential Duties and Responsibilities

• Accounts Payable

• Work with multiple departments to obtain approval of supplier invoices.
• Handle supplier interactions regarding invoice and payment discrepancies.
• Input supplier invoices into the ERP system, verify details and compliance with company policies.
• Charge expenses to accounts, cost centers, and departments by analyzing invoices.
• Prepare monthly AP accruals and account reconciliations.
• Disburse cash payments using all payment methods to suppliers.
• Verify supplier accounts by reconciling monthly statements and related transactions as necessary.
• Maintain current supplier records including VAT ID and bank account information.
• Payment cash flow forecasting.
• Reconcile trial balance to suppliers’ ledgers.
• Assist with petty cash or basic bookkeeping (if required).
• Prepare and upload payments in the bank, (payments to vendors, employees and payroll).
• Generate AP aging reports and other financial reports.

• Assist with month-end and year-end close.
• Assist in creating a policy and procedure manual for the accounts payable function, which will also include documented work instructions for critical process functions.
• Ensure adherence to internal controls and company policies.
• With guidance, partner with teams to ensure that key decision data is accurate, automated, and timely.
• Bring ideas for process improvements forward and act as implementation champion.
• Other duties as required.

• Perform timely auditing and processing of expense reports.
• Enforce the Corporate Policies regarding expense reimbursement.
• Provide semi-monthly expense reimbursement files to Finance Manager.
• Serve as main contact for all expense report questions and issues.
• Work with Human Resources to update the Employee Handbook for revised policies.

• Serve as the primary point of contact for employee inquiries on payroll, tax, or benefit matters at a basic level.
• Act as the first point of contact for the local payroll provider in payroll local matters.
• Compile and submit payroll data to the designated payroll provider.
• Collect and verify information to ensure accurate inclusion in payroll processing.
• Confirm that all payroll data is correctly posted and reconciled.
• Collaborate proactively with HR to support payroll-related activities and ensure compliance.

Qualifications - Education and Experience

• Written and Verbal Communication: Requires the ability to compose and verbally deliver information of varying levels, using appropriate grammar, tone, inflection and non-verbal cues, while also listening to and correctly deciphering verbal communication delivered by others.
• Order & Quality Control: Requires the ability to monitor and check work related information and deliverables ensuring high quality and accuracy.
• Teamwork & Cooperation: Requires the ability to work cooperatively with others and be part of a team.
• Initiative: Requires the drive to go above and beyond in order to improve or enhance job results and the tenacity to withstand challenges and setbacks along the way.
• MS Office: Requires demonstrated knowledge of MS PowerPoint for the development of high impact presentations. Requires intermediate knowledge of MS Word and Excel.
• Payroll fundamental knowledge: ability to understand and apply fundamental payroll principles.
• Time Management: Demonstrated ability to prioritize competing demands, manage multiple concurrent tasks and run meetings on schedule. Strong attention to detail and commitment to quality required.