Accounts Payable Assistant

London: London, United Kingdom
Duration:  Permanent, Full-Time
Salary: Competitive, plus benefits

Reports to : Global Accounts Payable Manager

Purpose: The Accounts Payable Assistant is responsible for maintaining the global accounts payable function, supporting the finance team

Principal accountabilities

Responsible for the accurate processing of the Global accounts payable (AP) function:

• Inbox Management: Regularly check and categorise emails related to Finance, Accounts Payable, and expenses. Flag relevant emails for the Accounts Payable Manager (APM).


• Mail Tray - Regularly check the Finance mail tray and distribute all incoming mail accordingly.


• Invoice Processing: Accurately code, process, and input supplier invoices into Business Central Dynamics 365.


• Template Creation : Develop new templates in the invoice reading software (Continia), ensuring correct coding. Collaborate with the Management Accountant and department heads as necessary.


• Expense Management , including corporate credit cards: Oversee the processing of expenses, ensuring compliance with the Expenses Policy and approval in line with the Scheme of Delegation. Verify general ledger (GL), department code, and project code accuracy.


• Processing of manual expenses – this includes expenses for Trustees, interviewees, consultative group members.


• Invoice Authorisation : Obtain appropriate authorization for all supplier invoices.


• Issue Resolution : work with invoice approvers / budget heads to ensure invoice queries are dealt with in a timely manner, escalating to AP Manager where necessary.


• Record Keeping : Maintain accounts payable records in an organized and efficient manner.


• Deposit Invoice Processing: Process payments for deposit/pro forma invoices, ensuring approvals align with the Scheme of Delegation. Follow up on VAT invoices as needed.


• Backup Support: Provide backup support for the Accounts Payable team during annual or sick leave. This includes payments for all entities, Travel provider invoice and inter company journals, and any other duties carried out by other members of the AP team.

Other responsibilities

• Assisting with monthly and year-end procedures.
  
  
  
  • Producing further additional reports to support month-end close or quarterly reporting, if required.
  
  
  • Reviewing direct-debit journals and supporting documents.
  
  
  • Assisting with year-end audits.
  
  


• Providing further analysis and reconciliation of general ledger accounts if required.


• Resolving accounting or documentation issues and discrepancies.


• Assisting with other accounting matters, projects and assignments if required.

Preferred experience

 
• Prior experience in an accounts payable position.
• Demonstrable knowledge and experience of accounting systems, preferably Microsoft Dynamics Business Central and/or Continia.
• Proficiency in Microsoft Office Excel and Microsoft Office Word.

Preferred skills

• Manages workload to ensure that priorities are met. 
• Produces reliable, accurate work. 
• Works effectively with staff at all levels and expresses ideas and needs in a clear, straightforward and thoughtful manner. 
• Eager to learn and listen to others, follows instructions and responds positively to constructive feedback. 
• Performs work with little oversight and recognises the importance of process and compliance. 
• Understands that confidentiality, especially for personal information, is essential. 
• Understands that sometimes requirements can change and adapts accordingly. 

Closing date : 30th June 2025

Please note that while we have a closing date for this application, we reserve the right to interview candidates and potentially close the role early should we find a suitable candidate before the closing date.

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