Accounts Payable Executive

Recruiter
Travelopia
Location
UK
Salary
Competitive
Posted
22 Apr 2019
Closes
22 Apr 2019
Ref
1124032559
Job Role
Accounts Payable
Contract Type
Permanent
Hours
Full-time
Level of qualification
Part qualified, Qualified
Reporting directly to the Team Leader - Invoice Processing & Payments, Crawley for the Travelopia Holdings Group based in Crawley. The Accounts Payable Executive is responsible for the accurate and efficient processing of Central & Tailormade legal entities currently managed in the UK Finance Processing Department. This is currently 19 legal entities with AP Ledgers with c. 230k invoices processed annually, c. 45k payments and c. 8k active suppliers. It is critical that all incoming documents are processed to schedule, within the correct legal entity and in accordance with contractual arrangements, ensuring approvals and processes are within policy guidelines and to business standards. Incoming documents includes managing the business Purchase Order requirements and understanding the matrix and approval process. Efficient processing skills & ability to take ownership is essential in this busy team with varied tasks & responsibilities. The Accounts Payable Department has 3 Team Leaders and 3 teams covering all aspects of the supplier invoice journey from receipt, to approval and payments. The Accounts Payable Executive has significant email and some voice contact with our suppliers and with our internal departments including Purchasing, Commercial, Operations and Finance teams. The Accounts Payable Executive will be expected to build & maintain exceptional working relationships with all key stakeholders to deliver a best-in-class service. What you will be doing: The Accounts Payable Executive will be expected to process invoices through all source systems in line with supplier contractual terms and company workflow approvals ensuring the appropriate authorisation against accrued costs. The invoices come from suppliers UK & worldwide and are in respect of customer accommodation arrangements, overhead suppliers and employee expenses. The Accounts Payable Executive is required to validate supplier invoices to internal accruals and approve as necessary where there is a purchase order and accrued cost in the accounting system. Where the supplier has invoiced more than the accrued cost, the Executive will need to analyse and explain the difference and validate the amount to be paid. If the supplier is incorrect a deduction advice will be issued and the overcharge deducted from the suppliers payment. The Executive will need to deal with queries relating to invoice authorisation and deduction advice queries, monitor and resolve issues from internal & external parties, & escalate process issues and non-conformance, as required. Management of internal & supplier escalations is an important part of this role and using priority ratings and service levels to manage replies is important. For overhead supplier invoices, approvals are managed through online and offline processes and the Accounts Payable Executive is responsible for overhead invoice approvals. Employee expense claims are managed using online and offline processes and it is important the AP Executive managing this area of work is familiar with the Expenses Claims Policy and processes and is understands VAT accounting processes. The role will include day to day duties such as identify and resolving issues with internal departments and individuals. There would be an expectation to promote exceptional working relationships with customers by dealing with queries in a prompt, efficient and professional manner. There will be support to assist with continuous improvement opportunities (both system and procedural) and to ensure all internal controls are fully adhered to so recommendations can be made for improvement. We would expect records to be maintained and archived to satisfy audit and statutory requirements and to undertake other ad-hoc activities as deemed necessary. We are changing our accounting system in 2019-2020 and experience in SAP S4/HANA or similar ERP systems would be advantageous. What we are looking for: Experience in a busy Accounts Payable team where there is high volume transaction processing Knowledge of contracts and able to demonstrate cost analysis skills Excellent communication skills, both written and oral Good attention to detail and experience working with multi-currency accounts & tax input Good problem solving, organisational skills and attention to detail Good time management and influencing skills Language skills are welcome - particularly European Knowledge of Microsoft Dynamics AX, SAP (SAP S4/HANA) or similar ERP system is advantageous Knowledge of Readsoft or similar OCR system is advantageous A good knowledge of scanning and workflow systems Working with us Join us and in return you'll be rewarded with: Competitive salary Various employee discounts and offers Childcare vouchers & cycle to work scheme Contributory Pension scheme Career progression opportunities Please note that for all benefits, details were accurate as at the date of publication. Any changes will be notified toyou upon your start with the Company.

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