The Accounts Payable Officer will support the day-to-day running of the Finance function, with primary responsibility for maintaining an accurate and up-to-date purchase ledger.
The role will ensure supplier invoices are processed accurately and efficiently, payments are made in line with agreed terms, and supplier accounts are appropriately reconciled and maintained.
Working closely with colleagues across the business and our supplier network, the Accounts Payable Officer will play an important role in ensuring strong financial controls, accurate records and an efficient accounts payable process. This role reports into the Group Financial controller but will have day to day supervision and support from Transactional Processing & Property Portfolio Lead
Purchase Ledger & Invoice Processing
· Process supplier invoices and credit notes accurately and in a timely manner.
· Ensure invoices are correctly coded to the appropriate nominal ledger, department and cost centre.
· Match stock invoices using 3-way match
· Identify and investigate discrepancies between invoices, purchase orders and goods or services received.
· Ensure appropriate authorisation has been obtained before invoices are processed for payment.
· Maintain accurate supplier records within the finance system.
· Ensure documentation is appropriately filed and retained in accordance with company procedures.
Supplier Payments
· Work closely with the Transactional Processing and Property Portfolio Lead to prepare payment runs
· Ensure payments are made accurately and in accordance with agreed supplier payment terms.
· Check supplier bank details and follow company controls relating to changes in payment information.
· Assist with urgent or ad-hoc payments where appropriately authorised.
· Ensure payments are correctly allocated against supplier accounts.
Supplier Account Management
· Reconcile supplier statements against the purchase ledger on a regular basis.
· Investigate and resolve outstanding or historic items.
· Respond professionally and promptly to supplier queries relating to invoices and payments.
· Liaise with internal departments to resolve invoice queries and obtain outstanding approvals.
· Build positive working relationships with key suppliers while maintaining appropriate financial controls.
· Day to Day monitoring of the Accounts Payable inbox
Month-End & Financial Reporting
· Support the Finance team with month-end purchase ledger activities.
· Assist with identifying accruals, prepayments and outstanding invoices where required.
· Ensure the purchase ledger is accurate and appropriately maintained ahead of month-end close.
· Provide information and supporting documentation to the wider Finance team when required.
· Assist with audit queries and the provision of supporting documentation.
Financial Controls & Compliance
· Follow company financial policies, procedures and delegated authority levels.
· Maintain appropriate segregation of duties and payment controls.
· Identify duplicate invoices, incorrect charges or unusual transactions and escalate where appropriate.
· Maintain confidentiality when handling commercially sensitive and financial information.
· Support improvements to Finance processes, systems and controls as the business continues to grow.
General Responsibilities
· Work collaboratively with colleagues across Finance and the wider business.
· Provide cover and support across the Finance function where reasonably required.
· Maintain a high standard of accuracy and attention to detail.
· Take ownership of queries and follow them through to resolution.
· Identify opportunities to improve efficiency and ways of working.
Carry out any other reasonable duties consistent with the level and nature of the role.
Skills & Experience
· Previous experience within an accounts payable, purchase ledger or Finance administration role.
· Good numerical skills and a high level of accuracy.
· Strong attention to detail.
· Good organisational skills with the ability to manage competing priorities.
· Confident using Microsoft Excel and other Microsoft Office applications.
· Ability to communicate effectively with suppliers and colleagues at all levels.
· Ability to investigate discrepancies and resolve queries.
· Comfortable working to deadlines, particularly around payment runs and month-end.
· A proactive and dependable approach to work.
Desirable
· Experience working within a multi-site, retail or fast-growing organisation.
· Experience using accounting or ERP software. Such as Sage 200
· AAT qualification or currently working towards an accounting qualification.
· Experience of purchase order and invoice approval systems utilising 3-way match
· Experience supporting month-end processes.
Personal Attributes
We are looking for someone who is:
· Accurate – takes pride in getting the detail right.
· Organised – able to manage a busy workload and keep on top of deadlines.
· Proactive – follows up queries rather than waiting for others to resolve them.
· Commercially aware – understands the importance of good financial controls and cash management.
· Approachable – builds positive relationships with colleagues and suppliers.
· Accountable – takes ownership of their responsibilities and sees tasks through to completion.
· Team focused – willing to support colleagues and contribute to the wider Finance team.
· Adaptable – comfortable working within a growing business where processes and priorities can evolve.
Measures of Success
- Success within the role will include:
· Accurate and timely processing of supplier invoices.
· Supplier accounts being regularly reconciled and maintained.
· Minimal overdue or unresolved purchase ledger items.
· Supplier queries being responded to and resolved promptly.
· Payment runs being prepared accurately and on time.
· Strong compliance with financial controls and approval processes.
· Accurate purchase ledger information available for month-end reporting.
· Positive working relationships with suppliers and internal stakeholders.
The Accounts Payable Officer is an important part of the Finance team. We expect the successful individual to take ownership of their area, maintain high standards of accuracy and help ensure our suppliers and internal teams receive an efficient and professional service.
As the business continues to grow, the role holder will also be encouraged to identify opportunities to simplify processes, improve controls and make our Finance operation as efficient and effective as possible.
Pay: £29,000.00-£32,000.00 per year
Benefits:
- Free parking
- On-site parking
Work Location: In person
