Accounts Payable Assistant

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

Accurately log, match, batch, and code high volumes of purchase invoices against corresponding purchase orders (POs) and delivery notes.

Ensure all invoices are authorized by the appropriate department heads prior to payment.

Maintain a clean, up-to-date, and accurate purchase ledger.

Identify and investigate discrepancies between POs, delivery receipts, and supplier invoices.

Payment Runs & Reconciliations

Prepare and process weekly and mid-month payment runs (BACS, CHAPS, and international transfers) accurately and on time.

Perform regular supplier statement reconciliations, actively chasing missing invoices or credit notes to ensure account balances align.

Process and reconcile employee out-of-pocket expenses and corporate credit card statements in line with company policy.

Assist with month-end and year-end closing procedures, ensuring all AP timelines are met.

Query Resolution & Supplier Relations

Serve as the primary point of contact for external supplier inquiries via phone and email, resolving payment disputes and account holds professionally.

Liaise internally with procurement and operational teams to resolve unapproved invoices and PO discrepancies.

Set up new supplier accounts and maintain accurate vendor master data, ensuring bank details are verified to prevent fraud.

Experience & Knowledge

Proven track record working within an Accounts Payable, Purchase Ledger, or general Finance Administration role.

Strong understanding of standard double-entry bookkeeping and basic accounting principles.

Familiarity with major ERP or accounting software (e.g., SAP, Sage, Oracle, Xero, or MS Dynamics).

Intermediate proficiency in Microsoft Excel (VLOOKUPs, Pivot Tables, and basic formulas).

Skills & Attributes

Attention to Detail: Exceptional numerical accuracy and a meticulous approach to data entry.

Time Management: Ability to manage a fast-paced workload, prioritize effectively, and meet strict daily and monthly deadlines.

Communication: Clear, professional written and verbal communication skills for handling internal stakeholders and external suppliers.

Reliability: A strong sense of accountability and comfort working fully on-site in a structured 9-to-5 team environment.

Compensation & Benefits

Salary: £30,000 - £32,000

Pension: Company pension scheme with employer contributions

Holiday: 25 days annual leave plus standard UK bank holidays