Full job descriptionRole 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