Accounts Payable Assistant - Reed : Job Details

Accounts Payable Assistant

Salary: £31,720 

Reigate - Hybrid Working

Hours: 9am - 5pm 

Reporting to the Finance Manager, this role is responsible for managing the accounts payable process ensuring timely and accurate processing of supplier invoices and staff expenses, processing payments, maintaining supplier records and supporting the financial operation of the organisation.This role requires experience in an accounts payable role with knowledge of accounting principles and procedures, experience in accounting software, organisational skills and a structured approach. 

Duties:

• Maintain Supplier Records: Create new supplier accounts or update existing ones according to Active Prospects policies and procedures. Manage the account email inbox, dealing with emails in date order and organizing them appropriately.
• Invoice Processing: Email invoices to the cloud-based accounting system inbox and verify readiness for processing. Enter and match invoices to purchase orders, and process supplier invoices accurately and promptly, assigning general ledger and department codes.
• Workflow Management: Regularly review workflow rejections and disputed items, actioning appropriately and following up on unresolved queries. Rectify workflow failures and exceptions, and identify and escalate old invoices pending authorization.
• Expense Management: Periodically review rejected or draft expenses, encouraging submission of backup receipts. Perform expense payment runs twice weekly.
• Supplier Statements and Reconciliation: Save supplier statements to the designated folder. Reconcile received invoices against supplier statements, requesting missing documents. Perform weekly supplier payment runs.
• Direct Debit Payments: Review the main bank account for direct debit payments and settle invoices accordingly. Investigate missing invoices for direct debit payments.
• Process Improvement: Support process and system improvements to align with organizational growth.

Requirements:

• Experience of working in a multi-departmental / group organisation 
• Excellent IT skills, including Microsoft Office (Word, Excel, PowerPoint, Publisher) and ability to use Finance systems / databases to input and extract data  
• Finance qualification of at least AAT Level 4 or equivalent 

Benefits:

• 25 days annual leave plus bank holidays
• Hybrid-working split between home (2 days) and the office (3 days)
• Access to our Employee Assistance Programme for you and your family
• Full induction training, as well as ongoing learning and development
• Enhanced Maternity, Paternity and Adoption leave
• NHS Blue Light Card (access to discounts in retails, holidays, etc)
• Eye Care Voucher Scheme