Job title: Accounts Payable Administrator
Based from: Remote/Gloucester
Reports to: GBE Assistant Accountant
The Role
This role is responsible for supporting the maintenance of the purchase ledger, including the processing of invoices for payment and reconciling supplier statements in order to ensure the finance team achieves its deadlines and targets.
Duties and Responsibilities
Post and process supplier and subcontractor invoices to relevant accounts using Sage 200/Eque2
Portal logins - download and posting of invoices following approval
To ensure invoices agree to purchase orders and query with the purchasing team & Project Managers when there are differences
Sorting and distribution of invoices and credit notes via email
Coding of invoices and arranging sign off by department managers
Reconciling all supplier statements received in a timely manner to ensure the accuracy of financial reporting and payments to suppliers
Communicating with suppliers to raise any invoice queries or request copy invoices in a prompt manner, by phone and email
Ensuring excellent electronic filing of invoices and maintenance of purchase ledger folders
Processing expenses and credit card statements
To provide ad-hoc support to the finance and senior leadership team as and when required
No job description can be entirely comprehensive, and the jobholder will be expected to adapt and carry out such other duties as may be required from time to time, on the understanding that they will be within the individual's remit and capability, and consistent with the status and responsibilities of the role within the business.
Person Specification
Essential
Accounts Payable/billing and payment experience
Excellent communication skills
Excellent organisational and time management skills
Good working knowledge of MS Word and Excel, and confident using IT software
Excellent attention to detail, sound problem-solving skills and analytical thinking
Ability to prioritise workload as per operational need
Ability to work to a timetable and meet deadlines
Desirable
Knowledge of Sage 200 & Eque2
Excel experience
Experience of multi-currency purchase invoice processing
We are an equal opportunity employer and value diversity. All employment is decided on the basis of qualifications, merit and business need.
Working Conditions
We provide flexible working arrangements, combining remote work with on-site presence at our open-plan Gloucester Head Office when required. The position involves extensive use of company systems, multiple screens, and various IT applications, making it primarily desk-based.
Group Compliance
As part of the companies compliance to The Health & Safety at Work Etc Act 1974, ISO9001 for Quality, ISO14001 for Environmental and ISO27001 for Information Technology, there are several key objectives that are issued each year upon management review that we expect all staff to work towards in order for the company to meet these objectives and include but are not limited to:
Compliance to all legislative and British Standard requirements
Compliance to associated accreditation bodies schemes from NSI, BAFE, LPCB, FIA and others as required
Maximise customer satisfaction with the services provided by GBE Converge
Working to reduce, renew and recycle any waste on and off our sites including our offices
Protect the environment and ensure use of toxic materials is avoided where possible
Work to best safe practice and ensure actions do not cause harm unto themselves or others
Employees will not tamper with any issued PPE or plant machinery that it may cause harm unto themselves or others
Ensure all minimum training requirement are met in compliance with the relevant ISO standards
Ensure that any Information Technology ‘incidents' are effectively reported and resolved in a timely fashion (internally or externally)
Maintain clear desk and screen at all times
Compliance to ensure no deliberate breaches in security information and/ or systems
