Accounts Payable Assistant

Requirements

• Proven experience in a purchase ledger / accounts payable role, with a good understanding of the end-to-end AP process
• Experience working in a small, fast-paced team
• Exceptional communication skills
• Excellent attention to detail and a high level of accuracy when processing transactions
• Strong organisational skills and ability to prioritise workload and meet deadlines (including payment run cut-offs)
• Experience processing invoices, expenses, and payments
• Confident using accounting systems (experience with Xero is required)
• Intermediate Excel skills (e.g., pivots, lookups) and comfortable working with numerate data
• Professional, helpful approach to stakeholder and supplier query resolution
• (Desirable) Experience with ExpenseIn (or another expense/invoice workflow tool)
• (Desirable) Exposure to multi-currency processing and/or import duties and customs documentation

What the job involves

• Our London team is looking for an Accounts Payable Assistant to support the Finance function on a full-time basis
• Requiring solid purchase ledger experience, you will work closely with our AP Supervisor and Financial Controller, supporting our UK and Austrian entities. You will play a key role in keeping the purchase-to-pay cycle running smoothly, ensuring suppliers are paid accurately and on time, and that records are clean and audit-ready
• This role focuses on delivering the day-to-day accounts payable function while helping us improve and document processes as the business scales. You’ll work with colleagues across the company to streamline approvals, strengthen controls, and maintain high-quality data in ExpenseIn and Xero (multi-currency)
• Own the end-to-end AP process: invoice capture, coding, approvals, posting, and payment
• Be the first point of contact for supplier and internal AP queries; resolve discrepancies promptly and professionally
• Process purchase invoices and credit notes in ExpenseIn and Xero (including multi-currency), ensuring correct VAT/tax treatment where applicable
• Manage employee expenses and company credit card transactions, ensuring policy compliance and accurate coding
• Maintain the purchase order process: ensure POs are raised for committed spend, obtain approvals, and match PO to invoices
• Prepare weekly payment runs and ad-hoc payments, ensuring payments follow approval controls and agreed supplier terms
• Reconcile supplier accounts and statements; investigate and clear aged items, duplicates, and unmatched transactions
• Perform bank reconciliations and support month-end close activities related to AP
• Manage the Finance shared mailbox, prioritising queries and maintaining clear audit trails
• Support onboarding and maintenance of supplier master data (e.g., bank details) in line with internal controls
• Manage HMRC customs reporting requirements and payments relating to import taxes on supplies
• Provide reporting and supporting documentation for financial reporting and audit requests, and contribute to continuous improvement initiatives

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