Purpose of the Role
The AP (Accounts Payable) Administrator is a key member of our Accounts Payable team. This role ensures smooth operations through the timely purchase to pay process, resolution of queries, maintaining accurate records, supporting system users, and facilitating effective communication with internal and external stakeholders. The position requires a proactive, detail-oriented, and collaborative professional committed to driving operational excellence.
Key Responsibilities
Ensure timely and accurate administration of:
* Client systems manual entry
* Accountabl Cards
* CIS (Construction Industry Scheme) processes
* Rates Process
* Query desk management
* P2P (Procure-to-Pay) processes
Query & Issue Resolution
Respond promptly to inbound queries both via phone and email ensuring timely and accurate responses of queries by the team from suppliers and across the Property Management Division.
Purchase to Pay
Review, verify, and match invoices, resolve discrepancies, and support audit activities. Manage suspense accounts by reviewing, investigating, and resolving unresolved transactions. Manual entry of client system invoices, resolution of debit balances and management of third party utility invoices.
CIS Invoice processing
Managing and verifying invoices related to CIS subcontractors, ensuring compliance with HMRC regulations. This process supports the Client Accountants by ensuring timely and accurate processing of CIS invoices, resolving discrepancies, and supporting audit and compliance activities.
Accounts Payable, Supplier queries & Reconciliation
* Work closely with Suppliers to resolve queries, supporting them in their use of the supplier dashboard to self serve.
* Work collaboratively with the Supplier Relations Team to elevate invoice queries.
* Liaise with surveyors, client accountants, Regional Facilities Managers (RFMs), and site-based staff to ensure all invoice discrepancies are cleared in a timely manner.
Proactis System Support
Provide support and guidance to internal Proactis users and identify and support in addressing user issues.
Operational Improvement & Compliance
Identify operational inefficiencies and collaborate with the team leaders and managers to implement improvements. Ensure all activities comply with company policies, regulations, and audit standards.
Communication & Stakeholder Management
Build and maintain strong relationships with Suppliers and internal teams via phone calls and emails to facilitate smooth communication and issue resolution.
Adhoc & Additional Duties
Perform additional administrative tasks and support projects as needed to adapt to organisational priorities.
The above is not an exhaustive list of duties and you will be required to take on additional tasks in line with your job role.
Skills, Knowledge and Experience
Essential
* Experience: Minimum of 2 years in Accounts payable function
* Reliable, helpful, and well presented.
* Ability to work in a team or independently.
* Team player with strong customer service skills, able to provide a helpful and polite service.
* Able to work under pressure to deadlines.
* Careful and conscientious with an aptitude for attention to detail.
* Willingness and ability to learn on the job and complete required training.
* Experience in finance, accounting, or a related field.
* Strong analytical and problem-solving skills.
* Familiarity with accounting systems, ERP software, and transaction management tools.
* Demonstrate commitment to driving continuous improvement, innovation, and operational excellence within the finance function.
Desirable
* Knowledge of property sector.
Working Hours - Full-time
Please see our Benefits Booklet for more information.
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