Identity
Accounts Payable Assistant
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Accounts Payable Assistant
Location: Hertford/Eastbourne/London
Department: Finance
Contract Type: Permanent
Reports to: Accounts Payable Manager
Job Summary:
As an AP Assistant, you will support the Finance team by carrying out a wide range of accounts administration activities across the group. As a highly organised and detail-focused Accounts Payable professional, you will manage the purchase ledger, ensure the accurate and timely processing of supplier invoices, and build and maintain strong relationships with suppliers.
Key Accountabilities
- Invoice processing: Accurately process supplier invoices into Paprika, ensuring proper coding and authorisation, ensuring correct processes are followed regarding the purchase ordering systems and invoices are correctly allocated on complex orders.
- Staff expenses processing: Timely processing of staff expense claims. First review & approval of expense claims to ensure in line with company travel policy and / or the project budgeted allowances. Escalating to line managers if expense policy is not adhered to.
- Credit card processing: Weekly upload of staff credit cards, ensure timely return by staff and checking all returned claims reconcile back to the monthly statement.
- VAT Compliance: Ensure VAT is correctly recorded and reported in line with HMRC requirements
- Payment Processing: Prepare and process supplier payments, across multiple companies in Paprika & the bank. Working closely with project teams around agreed supplier milestone payments so as to support project delivery whilst maintaining a positive cash position where possible per client / job.
- Purchase Ledger Management: Maintain and reconcile the purchase ledger, working closely with Procurement to ensure the accuracy of supplier records. Ensure any open queries of the ledger are clearly documented & reviewed for timely resolution.
- Filing & Documentation: Maintain organised filing systems, ensuring all supplier invoices & claim receipts are logged in Paprika. For any proposed journals ensuring the back up is clearly marked and saved in the finance drive on sharepoint.
- Compliance: Ensure adherence to company policies and UK accounting standards
- Reconciliation: of supplier statements
- Query resolution: Liaise with wider business & suppliers to resolve PO/invoice anomalies. This could be electronic (email / teams), in person or incoming via telephone.
- Administration: Monitor the accounts email inbox, ensuring responses are delivered within the departments agreed SLA.
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- Following current Company processes and processing improvements if required
- Be responsible for contributing and achieving the business’ objectives.
- Maintain professional internal and external relationships that meet company core values.
- Proactively establish and maintain effective working team relationships with all support departments
- Provide holiday cover for other team members as required
- Embrace and champion Identity’s values and behaviours
- All other duties appropriate to the role
Skills & Experience Essential:
- Ability to present information clearly and concisely
- Good level of computer literacy, particularly with regard to databases and Excel/Word
- Proven organizational and time management skills
- Excellent numerical skills
- Incredible attention to detail
- Good oral and written communication skills
- Ability to work effectively as part of a team
- Hands-on, can-do approach
- Ability to remain calm under pressure
Desirable:
- Experience in a similar role
- Use of Paprika ERP system
- AAT qualification or similar
Diversity
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