Accounts Payable Clerk
The Role:
To administer, manage, and reconcile all aspects of assigned Supplier Accounts, ensuring processes are followed and all supplier accounts are up to date, accurate and paid in a timely manner, ensuring audit & process compliance.
Key Responsibilities:
Sorting post, dealing with exceptions and any urgent requests, queries, particularly on stop accounts.
Register Purchase Ledger and Sub contract invoices & credits daily (some will be subject to CIS tax & Reverse Charge VAT).
Overhead invoices registered and forwarded for authorisation, ensure these are then processed & matched to a GRN (residual match) in time for the payment run.
Query resolution monitoring and control.
Supplier reconciliation (preferably in excel format) to be performed in line with KPI’s.
Chase any missing invoices or credits with vendor and request a copy.
Accounts Payable Journals – to correct errors etc.
Direct Debits – Reconcile account, process documents & match against payments taken directly from our bank account.
Prioritise and deal immediately with any Overdue letters/7 day notice letters etc.
Ensuring the supplier email address recorded in the system is up to date and correct.
Work with Cost clerks, QS’s, procurement and suppliers to ensure audit/process compliance and identify opportunities for improvement
Working to agreed performance standards/targets
Select suppliers for weekly payments (from list provided), check and authorise payment proposal list, when authorised by Manager execute for payment and pass to Treasury.
Providing remittance information to vendors as and when required.
Vendor master file set up and maintenance, confirming bank details directly with suppliers.
Checking all details are up to date on the vendor master file e.g. correct name, address, VAT and Company registration numbers, bank details etc.
In time – to be able to cover for colleagues in their absence, e.g. subcontract ledger (Certifications), cash postings, and Sales Ledger invoices and valuations – skills dependant.
Contribute to the improvement of processes
Understand and respond to the needs of Vendors, team members, colleagues and managers
Raise issues and concerns constructively and offer solutions
Understanding of Reverse charge VAT and Construction Industry Scheme Tax (CIS)
Key Measures & Targets:
No of invoices/credits registered against daily/monthly targets
Accuracy of data entered – error rate
Monthly Supplier Reconciliations – set against KPI
No accounts on stop
No of queries not resolved within a timely period
Monthly reporting & KPI’s
No of invoices not registered at month end
Key Relationships:
Accounts Payable Team
Treasury Team
Transactions Manager
Finance Team
Procurement
Cost Clerks
Quantity Surveyors
BCS
Internal and External customers
Person Specification:
The successful candidate is likely to meet all the following criteria:
Essential
Strong IT skills including MS Office (Excel, Word)
Strong verbal and written communication skills
Ability to produce accurate, relevant information in a timely manner
Work well with other colleagues
Proactive in problem solving
Adapts well working on their own or in a team environment
The ability to work under pressure and to deadlines is required
