Accounts Payable Assistant

About Swap

Swap is a leading software provider dedicated to empowering e-commerce brands with innovative, data-driven solutions. Our cutting-edge platform helps online retailers optimise their operations, enhance customer experiences, and drive growth. We are committed to fostering a collaborative and inclusive work environment where creativity and innovation thrive.

About the Role

This is an exciting role for someone who is comfortable taking the initiative and getting stuck in. You will have the opportunity to set up systems, processes and contribute to the building of the Accounts Payable and Procurement functions from an early stage. You must have an impeccable attention to detail and have worked within a fast paced start-up environment where you can quickly execute on multiple operational tasks and build strong relationships with our vendors and within Swap acting as a business partner of the relevant functions. 

If you are looking for a new adventure and want to make a difference in a business with constant changes and great growth potential, then this is the role for you. The responsibilities of this role can change in line with your skills in the future and this is an opportunity to shape this role as we grow.

Key responsibilities

Accounts Payable:

• Process supplier invoices, ensuring correct GL & VAT coding and maintain the supplier master data file.
• Maintain the Payables inbox and respond to queries from the internal teams plus suppliers
• Resolve payment discrepancies and manage communications with suppliers.
• Perform weekly payment runs and manage the relationship with our suppliers.
• Manage the company credit cards and reconcile employee credit card transactions ensuring that the expense policies are adhered to.
• Own the employee reimbursement process.
• Play a key role in the implementation of a new Accounts Payable software.

System management and controls:  

• Ensure that Purchase Orders are raised for all invoices and liaise with the relevant internal stakeholders. 
• Process New Vendor forms and create New vendor profiles in our ERP.
• Implement accounts payable and spending policies and procedures that are fit for purpose and build an appropriate control environment.
• Ensure that our processes are efficient by using automated solutions from invoice management through to payment.
• Perform thorough review of our business critical vendors – carriers invoices and ensure that these are in line with the agreed rates.
• Identify discrepancies and liaise with the relevant stakeholders.
• Proactively manage requests to the carriers and other teams and act as a business partner with our operations teams.

Procurement and Treasury:

• Create, update and monitor a list of all software tools that are used in the business including renewal dates. 
• Assist in the daily management of bank accounts and intercompany bank transfers. 
• Daily Bank reconciliation of payments.

Accounting: 

• Assist with month end closing activities.
• Assist with the annual audit requests.
• Play a key role in the implementation of our new ERP (Netsuite).
• Ad hoc tasks in line with your skills and experience.

You will be given the opportunity to shape this role as the business scales. The role is a brilliant opportunity to be involved in the setting up of our finance department and grow professionally while Swap expands.

What we would like to see

• University degree or Accountancy Qualification (AAT or similar in progress).
• Relevant experience as Accounts Payable specialist in a Finance Department through university placement or permanent employment which included using an Accounting software (XERO, Quickbooks, Netsuite etc).
• Netsuite experience is preferred but is not essential.
• Computer literacy with strong excel skills that include manipulation of large data volumes.
• Highly numerate with analytical skills and attention to detail.
• Ability to take initiative and work with minimal supervision in a rapidly changing environment.
• A problem solving, hands on and common sense approach, not afraid to talk to multiple stakeholders and challenge their responses.
• Flexibility and can-do attitude.
• Confidence in using new software.
• Interest in e-commerce and working in a start-up environment.