- Manage the Accounts Payable (AP) inbox on a daily basis.
- Review and process supplier invoices, credit notes, payment queries and other AP-related correspondence.
- Ensure invoices and queries are appropriately assigned, actioned and responded to within agreed timelines.
- Follow up with relevant internal teams or suppliers where additional information or clarification is required.
- Maintain an organised and up-to-date AP inbox.
2. Supplier Invoice Processing
- Receive and load supplier purchase invoices into the relevant accounting/finance system.
- Check invoices for accuracy, including supplier details, invoice numbers, dates, amounts, VAT and purchase order information.
- Ensure invoices are coded and allocated to the correct cost centre, nominal code and/or project.
- Follow the required approval process and monitor invoices awaiting approval.
- Identify and resolve duplicate, incorrect or incomplete invoices.
- Maintain accurate records of processed invoices.
3. Employee Expense Claims
- Manage and process employee expense claims in line with company policies.
- Review expense claims for appropriate receipts, approvals and supporting documentation.
- Verify that expenses comply with the company's expense policy.
- Process approved claims for payment and follow up on incomplete or outstanding claims.
- Maintain accurate records of employee expenses and related documentation.
4. Supplier Payment Monitoring
- Monitor outstanding supplier invoices and identify payments that are due or overdue.
- Prepare regular reports of outstanding supplier payments for the Accounts Head/Finance Manager.
- Highlight overdue,
disputed or blocked invoices requiring attention.
- Assist with payment runs and provide the necessary information to the Accounts Head for payment approval.
- Follow up with relevant teams to ensure invoices are approved and paid within agreed payment terms.
5. Reporting & Reconciliation
- Prepare regular AP reports, including outstanding invoices, aged creditors and pending approvals.
- Provide accurate and timely AP information to the Accounts Head/Finance Manager.
- Assist with supplier statement reconciliations and investigate discrepancies.
- Ensure AP records are accurate and up to date.
- Support month-end and year-end closing activities as required.
6. Supplier & Internal Communication
- Respond to supplier queries regarding invoices, payments and account balances.
- Liaise with procurement, operational teams and other internal departments to resolve invoice and payment issues.
- Maintain qualified and timely communication with suppliers and internal stakeholders.
- Escalate unresolved or significant issues to the Accounts Head/Finance Manager.
7. General Responsibilities
- Ensure all AP activities are completed accurately and within agreed deadlines.
- Maintain proper documentation and audit trails for invoices, expenses and payments.
- Follow company financial procedures, controls and approval processes.
- Maintain confidentiality of financial and supplier information.
- Identify opportunities to improve AP processes and reduce manual work or delays.
- Provide general administrative and operational support to the Accounts/Finance team when required.