AP Specialist Role
This role is central to the accurate and timely running of the accounts payable process, including supplier invoice processing, vendor account maintenance, reconciliations, payment preparation, and resolution of purchase and supplier queries. The successful candidate will work closely with Finance, Payroll, Operations, Procurement, and other internal stakeholders to ensure supplier transactions are accurate, complete, and processed in line with business requirements and deadlines.
This is a hands-on role suited to someone who is comfortable working with detailed data, high transaction volumes, multiple internal touchpoints, and deadline-driven payment cycles. It will particularly suit a candidate who combines strong process discipline with good commercial judgement and the ability to manage exceptions carefully.
The business is currently progressing through a wider finance systems transition, and onboarding and training will be provided. Experience working with modern ERP / accountancy software is therefore very important, together with the ability to adapt to evolving processes and systems.
Accounts Payable and Supplier Processing
- Prepare and process supplier invoices accurately and on time.
- Process credit notes, adjustments, and related accounts payable documentation in line with internal procedures.
- Review invoice inputs carefully, including quantities, rates, VAT treatment, supplier details, purchase order references, and supporting documentation.
- Match invoices to purchase orders and delivery records where required.
- Ensure supplier records are maintained accurately within finance systems and supporting records.
- Support new supplier setup and amendments to existing supplier information.
- Maintain strong attention to processing accuracy and completeness across all payment cycles.
Query Resolution and Stakeholder Coordination
- Respond to supplier and internal queries relating to invoices, payment status, account details, supporting documentation, and purchasing matters.
- Liaise closely with internal departments to investigate and resolve discrepancies.
- Escalate issues appropriately where supporting information is incomplete or inconsistent.
- Maintain a professional and solutions-focused approach when dealing with supplier queries or processing issues.
Reconciliations and Controls
- Reconcile supplier statements, invoices, credit notes, and payments on a regular basis.
- Support month-end and periodic reconciliation activity.
- Prepare creditor analysis and accounts payable information for review by management.
- Monitor outstanding supplier balances and ensure payments are processed in line with agreed terms.
- Help ensure supplier records, supporting documents, and finance reports remain accurate and audit-ready.
- Identify discrepancies promptly and take ownership of seeing them through to resolution.
- Process Support and Finance Administration
- Support the maintenance of structured finance records, templates, and supporting schedules.
- Monitor shared inboxes and provide cover for colleagues during periods of absence.
- Assist with payment runs, audit preparation, reporting requirements, and ad hoc finance administration.
- Contribute to process improvement initiatives and support the strengthening of financial controls.
- Work flexibly across routine finance activity and priority issues as business needs require.
Skills and Experience
- At least 3 years’ relevant experience in Accounts Payable, Purchase Ledger, Invoice Processing, Finance Operations, or a similar finance role.
- Experience with Microsoft Dynamics 365 or Oracle would be highly desirable, together with working knowledge of Sage 50, to support both the current finance environment and the ongoing systems transition.
- Strong Excel and broader MS Office skills.
- Experience working in a deadline-driven finance environment with high transaction volumes.
- Strong reconciliation skills and the ability to investigate supplier account discrepancies thoroughly.
- Excellent attention to detail and a high standard of accuracy.
- Strong organisational skills with the ability to manage multiple tasks and priorities at once.
- Good written and verbal communication skills.
- Comfortable liaising across departments and with suppliers to resolve finance and operational queries.
- Ability to work independently and take ownership of tasks from start to finish.
Work Location: In person
