The firm

Simpson Thacher & Bartlett LLP is one of the world’s leading international law firms. The Firm was established in 1884 and has more than 2,000 lawyers. Headquartered in New York with offices in Beijing, Boston, Brussels, Hong Kong, Houston, London, Los Angeles, Luxembourg, Palo Alto, San Francisco, São Paulo, Singapore, Tokyo, and Washington, D.C., the Firm provides coordinated legal advice and transactional capability to clients around the globe.

Description/Job Summary

The Accounts Payable Coordinator is primarily responsible for the accurate and timely processing of payments to external suppliers and internal colleagues across the European business. Working closely with colleagues across the European and New York offices, the key elements of this role include responsibility for the accurate and timely coding of invoices and expense transactions and associated reconciliation and admin tasks including vendor and staff account maintenance. Furthermore, the Accounts Payable Coordinator acts as a gatekeeper to ensure adherence to firm policies and procedures, particularly with respect to expense claims and adherence to SRA requirements where applicable.

Responsibilities/Duties

• Ensure timely & accurate entry of all invoice transactions by Managers & Admin staff into Emburse (Chrome River) in accordance with appropriate approvals & account codes, checking that invoices have not been previously paid;
• Receive and review individual invoices and payment requests for appropriate supporting documentation in accordance with the firm’s policies and procedures;
• Verify and/or adjust coding of non-billable and billable expenses as indicated in the financial chart of accounts and chart of cost codes to ensure proper entry into the financial system;
• Review invoices and payment requests for appropriate approval in line with approved delegated authority limits;
• Prioritise and select invoices for timely payment runs and one-off urgent payments;
• Ensure timely & accurate entry of all expense transactions by all staff into Chrome River in accordance with appropriate approvals & account codes, checking for any discrepancies and/or omission of receipts in accordance with firm policy;
• Maintain periodic upload to the financial system of invoices in preparation for approval and payment;
• Account for input VAT on all purchase invoices & expenses where required;
• Ensure vendor accounts are current and paid within agreed vendor payment terms;
• Review all new vendor account information in accordance with firm policy;
• Respond to vendor and internal customer enquiries as and when required;
• Reconcile vendor statements, research and correct discrepancies where required;
• Ensure appropriate credit notes are obtained from vendors where necessary;
• Cover for existing colleague’s Accounts Payable roles during periods of absence; and
• Handling of ad-hoc queries and reporting requests as required.