Role Overview:
The Accounts Payable Coordinator is responsible for ensuring that all supplier invoices, expenses and payments are processed accurately and efficiently whilst maintaining strong supplier relationships and supporting the company's cash flow objectives.
The role will work closely with the Operations, Technical and Commercial teams to ensure that supplier invoices are correctly authorised, allocated and paid in accordance with company procedures and agreed payment terms.
This position plays a key role in maintaining financial accuracy, supporting month-end reporting and ensuring the smooth operation of the purchase-to-pay process.
Reports To: Head of Operations
Key Responsibilities
Supplier Invoice Processing
- Process supplier invoices accurately and in a timely manner using Dext and Xero.
- Verify invoices against purchase orders, supplier quotations and supporting documentation.
- Ensure invoices are correctly coded and allocated.
- Investigate and resolve invoice discrepancies.
- Maintain accurate supplier records and account information.
Payment Management
- Prepare weekly supplier payment runs for management approval.
- Ensure payments are made in accordance with agreed payment terms and cash flow requirements.
- Communicate payment schedules to suppliers where required.
- Monitor supplier statements and outstanding balances.
Reconciliations & Financial Administration
- Reconcile supplier statements and investigate discrepancies.
- Process employee company credit card transactions.
- Support month-end and year-end financial processes.
Operational & Compliance Support
- Maintain records of supplier insurances, licences and compliance documentation where required.
- Support operational teams with supplier administration.
- Assist with process improvements and automation initiatives.
- Ensure company procedures are followed consistently.
- Support business continuity by providing cover for the Operations & Credit Control Coordinator during periods of absence.
Supplier Account Management
- Create and maintain supplier accounts within company systems.
- Ensure supplier documentation remains up to date, including bank details and contact information.
- Assist with supplier onboarding processes.
- Liaise with suppliers regarding account queries and payment issues.
- Build and maintain positive working relationships with suppliers.
Performance Indicators
- Supplier invoices processed within target timescales.
- Accuracy of invoice coding and allocation.
- Supplier statement reconciliations completed on time.
- Number of invoice queries outstanding.
- Accuracy of month-end supplier balances.
- Supplier satisfaction and query resolution times.
Skills & Experience
Essential
- Sufficient numeracy and literacy skills to perform the role effectively.
- Strong numerical skills with excellent attention to detail.
- Good organisational and time management skills with the ability to prioritise tasks.
- Competent using Microsoft Office applications, particularly Outlook, Excel and Word.
- Good written and verbal communication skills.
- Ability to work accurately and follow established processes and procedures.
- A willingness to learn new systems and develop knowledge of finance and operational processes.
- Ability to work both independently and as part of a team.
Desirable
- A qualification in Business Administration, Finance, Accounting or a related discipline.
- Previous administrative, finance or customer service experience, whether through employment, work experience, apprenticeships or voluntary work.
- Experience using accounting or document management software such as Xero or Dext (training will be provided).
- An understanding of basic accounting or bookkeeping principles.
- Experience working in a busy office environment.
Personal Attributes
- Positive attitude and a willingness to learn.
- Highly organised and methodical.
- Excellent attention to detail and accuracy.
- Reliable, trustworthy and professional.
- Strong work ethic with a proactive approach to problem-solving.
- Able to manage multiple tasks and meet deadlines.
- Comfortable asking questions and seeking guidance when needed.
- Strong interpersonal skills with the ability to communicate professionally with suppliers and colleagues.
- Committed to delivering a high standard of work and continuously improving skills and knowledge.
Equal Opportunities
We are an equal opportunities employer and welcome applications from all suitably qualified candidates regardless of their background. We are happy to make reasonable adjustments to support candidates through the recruitment process.
Pay: £26,000.00-£28,000.00 per year
Benefits:
- Company pension
- Employee discount
- Life insurance
- On-site parking
- Private medical insurance
Work Location: In person
