Financial Assistant

Role PurposeThe Finance Assistant – Accounts Payable plays a critical role in ensuring the accuracy, timeliness, and integrity of the company’s financial obligations. This role focuses on managing the full Accounts Payable process, from invoice receipt and purchase order compliance to payment execution and reconciliation.The successful candidate will demonstrate strong ownership of AP processes, meticulous attention to detail, exceptional organisation and administration abilities and a proactive approach to resolving discrepancies. They will act as a key point of contact for suppliers, internal teams, and external service providers, maintaining professional relationships and ensuring compliance with internal controls, company policies, confidentiality and relevant regulations, including GDPR.Key ResponsibilitiesAccounts Payable ManagementManage the full AP process, including invoice receipt, validation, coding, approval workflow, and timely payment.Reconcile Supplier Accounts to Supplier statements and resolve discrepancies promptly.Process payments to domestic and international suppliers, including foreign currency transactions.Prepare and execute weekly, bi-weekly or monthly payment runs in line with cashflow planning.Maintain accurate records of supplier accounts and ensure electronic filing of all documentation.Follow up on overdue invoices and liaise with suppliers to resolve queries efficiently.Debtors Ledger Posting cash receipts, online payments, money transfers, supplier and ad hoc payments to SAPProcessing, Approval Process and Payment of Employee ExpensesProcessing monthly company expense claims Processing and Monthly reconciliation of Company Credit Card expensesControl Account ReconciliationInternal Reconciliations of P&L accounts Assisting with Month End Ledger Close Weekly SAP ReportsWeekly Bank downloads and balance checksAssisting with Weekly Cashflow Forecasting Dealing with any payment queries and reporting upwards as necessarySending remittancesAnswering customer or supplier queries by email or phone callAssisting internal administration functions across logistics and Office Administration eg: Finding / Booking hotels and venues when requiredOther accounting projects (as and when required)- examples below Amazon / Shopify Any other finance or administration functions as may be required from time-to-timePurchase Orders & Procurement SupportEnsure all purchase orders are raised, approved, and aligned with internal procurement policies.Support the team in monitoring PO compliance and budget alignment.Liaise with internal stakeholders to ensure timely approvals and documentation for procurement.Electronic Filing of all incoming documents Answering customer/ supplier queries by emailEnsuring internal staff and external suppliers follow the Internal Service Procurement processEnsure service providers receive the PO numbers for invoicingForm part of the checks and balances across quote/ PO / invoiceEnsure all New Suppliers are required and are then loaded onto systemDo New Supplier banking and compliance checks to prevent money launderingLiaise with business partners: Auditors, Banks, Suppliers, AccountantsMonth-End & Reporting SupportAssist with month-end accruals, prepayments, journals, and reconciliations.Support the preparation of weekly or monthly AP reports, including cashflow forecasting inputs.Contribute to audit preparation by maintaining accurate documentation and supporting schedules.Process Improvement & ComplianceActively identify opportunities to improve AP processes, including automation, efficiency, and accuracy.Ensure compliance with internal controls, company policies, and regulatory requirements, including GDPR.Maintain high standards of professionalism and confidentiality in handling financial and supplier information.Assist with finance process documentation, training, and internal knowledge sharingAssisting in creating company forms when required – Finance relatedActively looking for cost savings wherever possibleBooking of Hotels/ Accommodation as may be required across the teamAdmin assistance as may be requiredInternal CollaborationAct as the primary point of contact for supplier queries and internal stakeholder AP requests.Collaborate closely with Procurement, Finance, and Operations teams to resolve issues and ensure smooth processing.Provide support for other finance (backfill AR when required) or administrative tasks as required.Assist with:Preparation of Weekly Payment Run in line with Cashflow (creditor stretch)Paying Foreign currency suppliers and contractorsUpdating and automating processes wherever possibleInternal training across Finance Functions for the wider TEAMAssist with Year End close off Ensuring smooth Audit process when requiredBackfill to: Creditors Ledger Monthly Prepayments and Accruals compilation and postingMonthly journals for accounting purposesMonthly bank reconciliations Monthly VAT JournalLiaise across team within first 2 weeks of a month to review PO’s in system vs Monthly budget and adjust where necessary for accurate information and forecastsSkills, Experience & AttributesDiploma in Finance, Accounting or Economics or work-related experience to the samePrevious experience in Accounts Payable, Finance Assistant, or Finance Administrator roles.Strong understanding of AP processes, purchase orders, invoice coding, and reconciliations.Exposure to cashflow processes, reporting cycles, and month-end close.Understanding of internal controls and audit processes.Proficiency in MS Excel (formulas, pivot tables, VLOOKUP/XLOOKUP).Good knowledge of accounting and bookkeeping proceduresAdvanced MS Excel skills (creating spreadsheets and using financial functions)Familiarity with accounting software (SAP preferred)Awareness and maintenance of GDPR, confidentiality and data protection requirementsStrong organisational skills with the ability to manage multiple priorities and deadlines.Excellent attention to detail with the ability to identify and correct errors.Analytical mindsetProfessional, proactive, collaborative and customer-focused mindsetHands-on Can-do attitudeIT literate across Microsoft 365 and TEAMSWillingness to suggest and implement process improvements.Entrepreneurial Mindset and spirit (out the box thinking when needed)Solutions orientated