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Accounts Assistant

2 months ago

Southampton, Hampshire, United Kingdom Quilter Full time
What the Hiring Manager Says

At Quilter we never stand still. Our foundations are rooted in our extraordinary expertise, which is trusted by hundreds of thousands of customers, but we have great ambitions to stay one step ahead and make an even greater difference to the people and communities we serve.

Our business is transforming, continually modernising and becoming even more customer centric. So if you want to be bold in the pursuit of your ambitions, bring new ideas, and challenge and evolve what we do, it's the perfect time to join us

Working as a key member of the team you will carry out core BAU tasks, including processing and payment of third-party supplier invoices, administering the staff expenses system, cleansing and utilising data from the e_Procurement solution, including accruals analysis, monitoring and reconciling bank accounts, raising invoices for accounts receivable and credit control function, administration of the company's corporate card programme.

All tasks are processed in accordance with the Financial Management, Payments & Expenses Policy. The AP/AR/Pers Exps team supports multiple BU's as a centralised function and includes regulatory payments for FCA, insurances, HMRC and with high level focus due to reputational impact regarding payment practices reporting.

The centralised group function supports these tasks across all legal entities, and maintaining relationships with external clients in addition, in terms of queries, payments, notification of changes to accounts.

About the Role

Level: Level 3

Department: Accounts Payable, Finance

Location: Southampton, England. Office Based.

Contract type: Permanent

Our Accounts Payable Assistant's support many parts of the Quilter business and are exposed to multiple business units and individuals of all levels.

You will support our purchase order and ERP systems and will provide monthly MI as well as supporting the regulatory payment practices reporting submitted to the UK Government.

The team process a high volume of invoices per month for all 12 Quilter business units. We work with various individuals supporting them to raise purchase orders and record accurate accruals.

You will regularly liaise with suppliers directly in respect of invoice queries.

Core Responsibilities
  • Matching purchase orders to receipts and invoices via 3 way matching processes, reviewing tolerances/processes across integrations from Coupa/Workday platforms.
  • Reconciling supplier statements against invoices received/paid.
  • Preparing and reconciling the report for BACS payment runs.
  • Preparing paperwork for international supplier and same-day payments (TT's and CHAPS).
  • Cleansing and preparing data held within the e_Procurement solution to produce relevant and accurate accrual information to ensure no misstatement in the financial ledgers.
  • Review with the Tax Team to apply relevant tax applicability codes for VAT reporting across all BU's and in line with business process.
  • Administering the staff expenses system; including acting as first line support in responding to queries, reviewing claims in accordance with policy, making payment, reconciliation.
  • Administering the corporate card program; including tracking transactions, producing exception reports, responding to queries.
  • Ensuring all processes fall in line with company policies and controls, relevant approvals are sought, and all work is cross- checked and in line with controls aligned to the Financial Management, Payments & Expenses Policy .
  • Administer functional mailbox including communication with internal Quilter employees at all levels and across all functions, and external clients/suppliers.
  • Monitoring and coding all transactions on the Quilter Business Services disbursements bank account which makes payments on behalf of all Quilter legal entities
  • Providing training/support to all employees at all levels, across all BU's within the e_Procurement and personal expense solutions.
  • Managing supplier-business relationships (procurement activity), including top tier suppliers to ensure no reputational issues arise from incorrect or late payments.
  • Payment Practice Reporting - regulatory submission every 6 months to UK Government of payment practices to reflect standard within 30-day terms. Resolving queries, which includes any work related to changes in the standard to ensure Quilter complies with regulatory requests.
  • Ad hoc payments - including HMRC, and safeguarding of the SMF responsibilities of approvers, primarily CFO and CEO.
  • Continuous improvement - review of ERP solutions for fixes and resolutions to manual workarounds across both platforms and the multiple integrations between both platforms which includes working with the Coupa / Workday SME teams.
  • Supporting Risk Management, G/A Audit, Fraud Audit, external audit PWC.
  • Liaising with preferred supplier re DRC payments & controls, including day rate/mark up reconciliation.
  • Attendance of regular supplier review meetings representing Finance.
  • Liaising with and challenging Procurement function across contract discussions, supplier onboarding.
Accounts Receivable

Raising of customer/ A/R invoices for multiple BU's (including QBS, QIL, QFAS, QIPL & QLPL) as a centralised group function for multiple LE Teams. Acting as credit controller within controlled processes, providing regular updates to BU's of 'open' invoices. Allocating/reconciliation of payments once received from customers.

Process Controls

The team provides support for multiple BU's as central function, with responsibility to ensure all tasks are undertaken with a controlled/governed environment; managing risk events across the end-to-end processes for AP/AR/personal expense utilising systems including (but not limited to) Coupa, Workday, BankLine, Autopay, GlobalScape.

Regular review/submission of Data Control Tools (DCT) controls as process owners covering the processes and the subsequent controls, reviewing Control Self Assessments.

Processing and/or querying supplier invoices in line with controlled environment

Collaboration/review meetings

Working with HR/Payroll regarding regular, prompt payments of settlements due to HMRC, employee benefit providers, sensitive employee settlement/compensation agreements, reconciling salary payment files to bank rec by BU.

Regular review meetings held with areas of the business including FM, GTS, Procurement to resolve queries, disputes.

About You

Applications from people with diverse backgrounds enables our inclusive organisation to thrive. If you feel you don't match our job description exactly, why not take a chance on yourself and apply? You could be exactly what this role needs.

Our ideal candidate will have previous experience within an Accounts Payable function and will be self-motivated with good communication skills along with a good eye for detail.

You will have experience of collaborating with Procurement / Supplier Relationship teams.

Our ideal candidate will have proven ability to calculate, post and manage accounting figures and financial records and ideally e xperience of accounting & banking packages (Workday, Coupa, Bank Rec, Payments systems).

You will be able to prioritise workload, be resourceful and resilient and comfortable handling large volumes of data and have a hands-on approach.

You will be able to build strong working relationships with your stakeholders and will have the ability to effectively prioritise your workload.

Our purpose is to help the generations today and tomorrow to prosper. That means we must guide people through the complexity of planning for their future, with the right financial advice and investment solutions, so that they can have more secure financial futures.

In this ever-changing world, we see that our role in society has never been more meaningful, and we are committed to using our expertise and care to guide our customers through these challenging and unprecedented times.

Our impressive talents and capabilities set us apart, but our unwavering commitment to our customers is what defines us. We truly believe that we have all the ingredients to be the very best in our industry, and we want great people with the care and creativity that we need, to help us get there.

We are passionate about building an inclusive culture where everyone's contribution is valued, and our people can thrive. No matter what your role is or where you sit, your voice will matter. We hope you like what you hear and are interested in learning more about joining us.

Core Benefits

Holiday: 26 days

Quilter Incentive Scheme: All employees are eligible to participate in our incentive scheme, based on the company's performance and their contribution to it

Pension Scheme: 10% non-contributory company pension scheme that can be boosted through personal contributions

Private Medical Insurance: Single cover as standard, cover can be increased at your own cost

Life Assurance: 4x your salary, cover can be increased at your own cost

Income Protection: 75% of salary payable after 26 weeks of absence

In addition to our core benefits we offer a range of flexible benefits that you can choose from and pay for conveniently via a salary deduction.