Ben Slade Staffing Ltd
Accounts Payable Administrator
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Accounts Payable
Ben Slade Staffing Ltd | London
About Us
Ben Slade Staffing is a premium hospitality staffing agency supplying trained front of house, bar, and events staff to luxury venues, caterers, and event companies across London. We run a high volume of freelance staff invoices every week, and we need someone sharp and reliable to own that process end to end.
The Role
You'll be the first point of contact for our accounts@ inbox, responsible for receiving, checking, and logging every invoice that comes in from our freelance staff, then handling any queries that come back from them. This is a detail-heavy, high-volume role: staff need to trust that their invoices are being looked at properly and that queries get resolved quickly, or it becomes a retention problem.
Reports to: Ben Slade (Director), Vivienne (Head of Staffing Operations)
Hours: Part-time, ~2–3 days/week
Location: Hybrid — London-based
Type: Ongoing, immediate start
Key Responsibilities
- Monitor the accounts@ inbox daily and process incoming invoices from freelance staff
- Cross check every invoice against shift records in Ubeya - correct rates, correct hours, correct event before it's approved for payment
- Log all checked invoices into our Excel tracker, ready for processing in the correct format
- Flag any discrepancies (wrong rate, missing hours, duplicate submissions, mismatched events) before they reach the payment run
- For any query involving rates, travel allowance, or food allowance, refer to the Operations Manager or Staffing Manager for sign-off before approving the invoice — nothing goes through on assumption
- Respond directly to staff who've submitted an invoice with a query or issue chase missing information, explain any corrections, and keep them updated on where their payment is
- Make sure any invoice pending operations sign-off is resolved in time to make the next scheduled payment run, not held over
- Keep the inbox at zero — no invoice or query left unanswered for more than 48 hours
- Maintain a clean, accurate paper trail so month end reconciliation is straightforward
- Escalate anything unusual, high value, or client related to Ben directly
- Take on additional finance/admin tasks as needed during busier or quieter periods of the year — this role will flex with the seasonality of our events business
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What We're Looking For
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- Experience in accounts payable, finance admin, or a high volume invoice processing role
- Very strong attention to detail — this role exists specifically to catch errors before they become payment problems
- Comfortable and fast in Excel
- Clear, friendly written communicator, you'll be the person staff hear from when there's a payment query, so tone matters
- Organised enough to manage a busy shared inbox without things slipping through
- Able to work independently and make sensible judgement calls on discrepancies, escalating when unsure
Nice to Have
- Experience in hospitality, events, or freelance/staffing payroll
- Familiarity with Ubeya or similar staffing/rostering platforms
- Familiarity with Xero
- Experience managing a shared inbox at volume
What You'll Get
- Direct exposure to how a growing hospitality business is run, working closely with the founder
- Flexibility on hours/days
To apply: Send your CV and a short note on your invoice processing experience to ben@bensladestaffing.com
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