About The Role
Grosvenor Services is a leading provider of professional Facilities Management services with a reputation for excellence and a commitment to delivering sustained results for over 64 years. Grosvenor operates in Ireland, the UK and the USA. We are dedicated to maintaining clean and safe environments for our clients across various sectors, including commercial and industrial spaces. We provide cleaning, security, and Mechanical Electrical services.
We are seeking a Accounts Payable Administrator who will be responsible for ensuring timely and accurate processing of supplier invoices, resolving supplier queries, supporting monthend activities, and maintaining strong financial controls. In a facilities management environment, the role supports operational teams by ensuring service providers, subcontractors, utilities, and materials suppliers are paid correctly and on time.
Role is office hours Mon - Friday based on site in Wainfleet, Lincolnshire.
Key Responsibilities
Invoice Processing
* Process high volumes of supplier invoices, ensuring correct coding, approvals, and adherence to company policies.
* Match invoices to purchase orders, delivery dockets, and service records.
* Verify accuracy of charges from subcontractors, utilities, and FM service providers.
* Resolve discrepancies with internal stakeholders and suppliers.
Supplier Management
* Act as first point of contact for supplier invoice or payment queries.
* Reconcile supplier statements on a monthly basis.
* Maintain up-to-date supplier records, including banking information and contact details.
* Assist in onboarding new suppliers in line with procurement and compliance policies.
Payments
* Prepare weekly and monthly payment runs.
* Ensure timely processing of urgent or critical supplier payments (e.g., utilities, maintenance contractors).
* Ensure payment runs follow internal approval workflows and audit requirements.
Financial Controls & Compliance
* Ensure all AP processes follow internal financial controls.
* Support external audits by providing documentation and reconciliations.
* Adhere to GDPR and data protection standards when handling supplier information.
* Ensure VAT and tax treatment are correctly applied to invoices.
Reporting & Month-End Support
* Assist with accruals, invoice cutoff, and ageing reports.
* Provide regular updates to the Finance Manager on AP performance, overdue items, and risks.
* Support budgeting and forecasting by supplying AP-related data.
Collaboration With FM Teams
* Work closely with Operations, Procurement, and Facilities Managers to verify service delivery and resolve invoice queries.
* Track spend against budget for maintenance, cleaning, security, and subcontracted FM services.
* Assist in improving procurement and invoice approval processes.
Skills & Experience Required
* Ideally 1+ years' experience in an Accounts Payable or similar finance role.
* Strong understanding of accounts payable processes and financial controls.
* High level of accuracy and attention to detail.
* Proficiency in accounting systems.
* Strong Excel skills (VLOOKUP, pivot tables, formatting).
* Ability to handle high-volume processing in a fast-paced environment.
* Excellent communication and problem-solving skills.
Desirable
* Experience in the facilities management, construction, or service-based industry.
* Knowledge of purchase order systems and subcontractor invoicing.
* Understanding of VAT rules relevant to FM services.
* Good judgement when resolving queries and escalating issues.
* Commitment to confidentiality and data protection.
* Continuous improvement mindset.
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