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Accounts Payable Assistant

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Role area:
Contract type:
Full Time
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Main Duties & Responsibilities:

  • Performing the following tasks in a timely, accurate and efficient fashion
  • Invoice processing & data entry, ensuring that invoices are input accurately for GL, VAT and cost center reporting and matching with Oracle iProc GRN’s.
  • Handling supplier queries
  • Reconciliations of creditor balances to 3rd party statements
  • Full compliance with AP controls (e.g. for supplier account management or payment runs)
  • Processing for AP prepayment accounts, including matching prepayments against invoices
  • Assisting with processing of weekly Direct Debit postings taken from the Treasury Control Sheet
  • Communication with all departments and internal customers on invoices awaiting approval (e.g. GRN’s) or under query
  • Administrative tasks, including sorting, distribution and scanning of incoming mail; preparation of payment remittance advices; filing and data management
  • Investigating and resolving old creditor balances to ensure that all creditor balances remain within agreed credit terms
  • Helping to achieve discipline in business in adhering to scheduled pay runs and minimising the use of ad hoc, urgent payments
  • Building and maintaining strong, positive and collaborative relationships with suppliers, customers ensuring that service delivered to them is consistently of a high quality
  • Working closely with Procurement department, suppliers and customers to ensure that the P2P process is operating at an optimal level (e.g. ensuring receipts are created by buyers)
  • Supporting the standardisation and improvement of processes, procedures, controls and systems (e.g. Oracle, iProc, iExpenses, Adest). This may include automation of processes and activity where there is a business case for doing so (e.g. implementing an OCR solution).
  • Any other associated ad-hoc duties as assigned

Education & Experience:

  • 1+ years’ experience working in a high invoice volume AP function
  • Strong financial systems experience. Experience of Oracle AP an advantage. Experience of an AP OCR system a distinct advantage.
  • Invoice processing experience, including entry, GL distribution and matching to eProcurement GRN’s. Experience of Oracle iProc an advantage.
  • Understanding of Irish and UK VAT rules for AP invoice processing is a distinct advantage
  • Experience of reconciling creditors balances to 3rd party statements and following up reconciling items
  • Demonstrated compliance with key controls in an AP environment
  • Strong MS Office knowledge, including Intermediate-level Excel (e.g. pivot tables and formulae)
  • Proven ability to work effectively as part of a team and build sustained positive business relationships with suppliers and customers
  • 3rd level or professional qualification in accounting or business desirable, but not essential.

Personal Attributes and Competencies required:

  • Strong technical AP skills
  • Strong skills in financial systems and MS Office. Knowledge of Excel pivot tables and relevant functions (e.g. VLOOKUP) an advantage
  • Sound grasp of processes and respect for controls
  • Strong Customer Service focus
  • Focused on achieving results and meeting deadlines
  • Excellent attention to detail
  • Proactive self-starter, capable of working on own initiative
  • Tenacious, hard-working and determined
  • Ability to deal calmly, resiliently and positively with pressure in a fast-moving and challenging environment
  • Dependable, reliable and trustworthy
  • Self-awareness and ability to take constructive feedback
  • Team player and ability to achieve goals through cross-functional working
  • Well organized with ability to effectively manage heavy workload (e.g. high volumes of invoices and data)
  • Committed to development and growth of self and team
  • Supportive of continuous improvement
  • Good analytical skills, with a proactive, creative approach to problem-solving
  • Ability to learn quickly
  • Capable of building relationships across the business
  • Excellent people and communication skills, capable of dealing effectively with suppliers and customers
  • Good commercial acumen