Accounts Payable Administrator

Job title: Accounts Payable Administrator

Based from: Remote/Gloucester

Reports to: GBE Assistant Accountant

The Role

This role is responsible for supporting the maintenance of the purchase ledger, including the processing of invoices for payment and reconciling supplier statements in order to ensure the finance team achieves its deadlines and targets.

Duties and Responsibilities

• Post and process supplier and subcontractor invoices to relevant accounts using Sage 200/Eque2
• Portal logins - download and posting of invoices following approval
• To ensure invoices agree to purchase orders and query with the purchasing team & Project Managers when there are differences
• Sorting and distribution of invoices and credit notes via email
• Coding of invoices and arranging sign off by department managers
• Reconciling all supplier statements received in a timely manner to ensure the accuracy of financial reporting and payments to suppliers
• Communicating with suppliers to raise any invoice queries or request copy invoices in a prompt manner, by phone and email
• Ensuring excellent electronic filing of invoices and maintenance of purchase ledger folders
• Processing expenses and credit card statements
• To provide ad-hoc support to the finance and senior leadership team as and when required

No job description can be entirely comprehensive, and the jobholder will be expected to adapt and carry out such other duties as may be required from time to time, on the understanding that they will be within the individual's remit and capability, and consistent with the status and responsibilities of the role within the business.

Person Specification

Essential

• Accounts Payable/billing and payment experience
• Excellent communication skills
• Excellent organisational and time management skills
• Good working knowledge of MS Word and Excel, and confident using IT software
• Excellent attention to detail, sound problem-solving skills and analytical thinking
• Ability to prioritise workload as per operational need
• Ability to work to a timetable and meet deadlines

Desirable

• Knowledge of Sage 200 & Eque2
• Excel experience
• Experience of multi-currency purchase invoice processing

We are an equal opportunity employer and value diversity. All employment is decided on the basis of qualifications, merit and business need.

Working Conditions

We provide flexible working arrangements, combining remote work with on-site presence at our open-plan Gloucester Head Office when required. The position involves extensive use of company systems, multiple screens, and various IT applications, making it primarily desk-based.

Group Compliance

As part of the companies compliance to The Health & Safety at Work Etc Act 1974, ISO9001 for Quality, ISO14001 for Environmental and ISO27001 for Information Technology, there are several key objectives that are issued each year upon management review that we expect all staff to work towards in order for the company to meet these objectives and include but are not limited to:

• Compliance to all legislative and British Standard requirements
• Compliance to associated accreditation bodies schemes from NSI, BAFE, LPCB, FIA and others as required
• Maximise customer satisfaction with the services provided by GBE Converge
• Working to reduce, renew and recycle any waste on and off our sites including our offices
• Protect the environment and ensure use of toxic materials is avoided where possible
• Work to best safe practice and ensure actions do not cause harm unto themselves or others
• Employees will not tamper with any issued PPE or plant machinery that it may cause harm unto themselves or others
• Ensure all minimum training requirement are met in compliance with the relevant ISO standards
• Ensure that any Information Technology 'incidents' are effectively reported and resolved in a timely fashion (internally or externally)
• Maintain clear desk and screen at all times
• Compliance to ensure no deliberate breaches in security information and/ or systems