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Accounts Payable Administrator

4 months ago

Cardiff, United Kingdom LegalAndGeneral Full time

**Company Description**
Helping over ten million people around the world manage their savings, retirement plans and life insurance requires a lot of people behind-the-scenes. It’s up to us in **L&G Group functions** - which includes our tech and digital teams, Group Finance, HR, Risk and Corporate Comms to provide the essential support services that all areas of the business need, here in the UK and overseas. Simply put, we enable everyone at Legal & General to do what they do best. That means we’re helping to improve our customers’ lives, and contributing to the success of the business every day.

To provide a high quality, controlled and cost-effective staff expense claim, external supplier invoice processing service as well as the audit, validation and set-up process for external suppliers and staff within GFAS (including overseas entities).

Provide excellent customer service (internal and external) to suppliers and staff, ensuring payments are made in a controlled and accurate way - maintaining the necessary controls required.

**What you will be doing**:

- Check supplier invoices, input within Oracle, complete post-input checks (DDER) to minimise errors. Process invoices, interface invoices and credit notes. Investigate invoices on hold, follow-up invoice items > £50k. Ensure any invoices rejected by an approver within the GFAS system are dealt with.
- Ensure that any amendments or setting-up of new suppliers that are needed within the GFAS system for staff, UK or International suppliers are completed as per the strict procedures within the department. Ensure all changes are authorised and back-up evidence has been provided. Investigate and respond to any supplier statements within 48 hours.
- Send out appropriate documentation (SAQ) and complete relevant checks and balances to effectively decide on a supplier’s current status. Once information has been verified, follow procedures, and arrange for the supplier to be set-up with correct terms within the GFAS system. This is for UK and International based suppliers, requested from anyone within the L&G business, but typically from the Accounts Payable team.
- Upon receipt of an e-form from a member of staff or verification from GFIT, complete necessary checks and balances concerning their identity and bank details. Once verified, ensure they are set-up within the GFAS system to enable them to get their i-Expenses claim paid in a timely manner.
- Ensure all documentation used within this role is up to date and relevant. Ensure this is stored and accessible to all staff within the team. This includes Procedure Notes for every aspect of the role. Ensure all work within the team is completed within the appropriate SLA’s and highlight issues to the Manager.
- Ensure all changes are authorised and back-up evidence has been provided. Investigate and respond to any supplier statements received by post or through mailbox within 48 hours.
- Run reports using Hubble relating to supplier invoices, staff expense claims and supplier/staff setups/amendments. Also, any additional reports that may be required in relation to your role. Ensure all CIS and Foreign currency / supplier invoices are logged, and all checks completed by the cost management teams before processing.
- Ensure payments are made on a daily basis within the system and any TT or international payments are checked by 9.30am each day and sent as per procedure to the Cash Management team for payment.
- Check staff expense claims determine status and approve from an AP perspective in accordance with the staff expense policy and minimise processing errors. Refer unusual claims to the Senior AP Administrator or the Cash Management & Accounts Payable Manager. Ensure that the i-expenses system is investigated monthly, and staff contacted to delete / withdraw or submit any outstanding expenses within the system.
- Ensure your knowledge of the rules/processes & procedures that relate to the various tasks within the Accounts Payable team is maintained. This encompasses any HMRC / Group Tax / L&G specific rules. Ensure all work within the team is completed within the appropriate SLA’s and highlight issues to the Cash Management & Accounts Payable Manager.
- Assist the Cash Management & Accounts Payable Manager as well as the Cash Management team on any ad-hoc projects or queries that may arise.
- Treating Customers Fairly (TCF)
- Analyse feedback from all sources to ensure that customers’ reasonable expectations of performance and service are met and where failings are identified, provide information to relevant areas to enable changes to be made.

**Qualifications**
- Oracle / Accounts Payable experience - Desirable.
- Microsoft Word/Excel - Required
- L&G’s internal payment processes - Desirable
- Administrative processing in a busy environment - Required

**Additional Information**
When you commit to Legal & General, we’ll commit to you too. That means we’ll recognise and reward your hard