Role Overview
The Accounts Payable Assistant is a core member of the finance team, responsible for ensuring the accurate, efficient, and timely processing of high-volume supplier invoices and employee expenses. Based in our Milton Keynes office, this permanent role focuses on maintaining a precise purchase ledger, resolving financial queries, and facilitating weekly payment runs while ensuring strict adherence to internal financial controls.
Key Responsibilities
Invoice Processing & Ledger Management
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Accurately log, match, batch, and code high volumes of purchase invoices against corresponding purchase orders (POs) and delivery notes.
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Ensure all invoices are authorized by the appropriate department heads prior to payment.
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Maintain a clean, up-to-date, and accurate purchase ledger.
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Identify and investigate discrepancies between POs, delivery receipts, and supplier invoices.
Payment Runs & Reconciliations
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Prepare and process weekly and mid-month payment runs (BACS, CHAPS, and international transfers) accurately and on time.
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Perform regular supplier statement reconciliations, actively chasing missing invoices or credit notes to ensure account balances align.
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Process and reconcile employee out-of-pocket expenses and corporate credit card statements in line with company policy.
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Assist with month-end and year-end closing procedures, ensuring all AP timelines are met.
Query Resolution & Supplier Relations
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Serve as the primary point of contact for external supplier inquiries via phone and email, resolving payment disputes and account holds professionally.
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Liaise internally with procurement and operational teams to resolve unapproved invoices and PO discrepancies.
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Set up new supplier accounts and maintain accurate vendor master data, ensuring bank details are verified to prevent fraud.
Experience & Knowledge
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Proven track record working within an Accounts Payable, Purchase Ledger, or general Finance Administration role.
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Strong understanding of standard double-entry bookkeeping and basic accounting principles.
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Familiarity with major ERP or accounting software (e.g., SAP, Sage, Oracle, Xero, or MS Dynamics).
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Intermediate proficiency in Microsoft Excel (VLOOKUPs, Pivot Tables, and basic formulas).
Skills & Attributes
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Attention to Detail: Exceptional numerical accuracy and a meticulous approach to data entry.
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Time Management: Ability to manage a fast-paced workload, prioritize effectively, and meet strict daily and monthly deadlines.
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Communication: Clear, professional written and verbal communication skills for handling internal stakeholders and external suppliers.
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Reliability: A strong sense of accountability and comfort working fully on-site in a structured 9-to-5 team environment.
Compensation & Benefits
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Salary: £30,000 - £32,000
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Pension: Company pension scheme with employer contributions
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Holiday: 25 days annual leave plus standard UK bank holidays
