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