Accounts Payable Administrator (3-month FTC)

Lucy Group; Thame; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

A leading company in power distribution solutions is seeking an Accounts Payable Administrator for a 3-month FTC in Thame. The role involves processing invoices, managing payments, and maintaining financial records. Ideal candidates will have strong numerical skills and experience in purchase ledger management. This hybrid position offers a chance to be part of a dynamic team focused on accuracy and efficiency.

Qualifications

• Minimum 3 years experience in Purchase Ledger.
• Excellent written and verbal communication skills.

Responsibilities

• Process invoices and manage payments efficiently.
• Handle purchase ledger queries and disputes.
• Perform month-end processing tasks and reconciliations.

Skills

Numerical accuracy

Attention to detail

Communication

Education

GCSE English

GCSE Mathematics

Tools

Microsoft Office

D365

Job description

Accounts Payable Administrator (3-month FTC)

Internal Job Title: Accounts Payable Administrator

Business: Lucy Electric UK

Location: Thame (Hybrid)

Job Reference No: 4037

Job Purpose:

The Accounts Payable Administrator is an integral part of the team, performing accounting and clerical tasks for the maintenance and processing of accounts payable transactions.

Responsible for processing all invoices received for payment for all related businesses, and for undertaking the payment of all creditors in an accurate, efficient, and timely manner.

A passion for numbers, accuracy and skills in calculating figures is vital, as is adeptness at paying attention to detail.

Business Overview:

Lucy Electric is an international leader in intelligent secondary power distribution products and solutions, with features such as remote operation and monitoring. Linking energy generation to consumption, the business specialises in high-performance medium and low-voltage switchgear for utility, industrial and commercial applications.

Job Dimensions:

To undertake duties and responsibilities as required/ instructed, in a timely manner, ensuring all deadlines are met.

Key Accountabilities:

These will include:

1. Invoice Processing
• Match invoices to purchase orders and goods received notes, using 3-way matching, and process onto the D365 Purchase Ledger.
• Prepare and assign non-product invoices for approval via the TAPS / Capture system. Process authorised invoices onto the D365 Purchase Ledger.
• Ensure all invoices are received from bona-fide suppliers, are correctly calculated (including VAT) and sufficiently detailed.
• Perform an initial check on the coding of purchase invoices and expenses.
• Check to ensure that budget holders only approve invoices within the limits granted to them according to the Delegation of Authority.
• Follow up disputed invoices with budget holders and suppliers and ensure disputes are resolved in the best interests of the company.
• Manage and record batch transaction processing on the D365 finance system.

2. Payment Processing
• Generate all payments schedules for authorisation i.e. UK BACs, cheques, and foreign currency HSBCNet transfers.
• Ensure payments are made only after they are properly authorised.
• Pay suppliers in the most cost-efficient way.
• Ensure urgent payments are made quickly and efficiently, and after proper approval has been obtained.
• Ensure all outstanding invoices are processed before purchase ledger close down dates.
• Ensure budget-holders are aware of purchase ledger close down dates and the last date invoices can be received to be included in a payment run.

3. First point of contact for purchase ledger queries
• To deal with disputes promptly from suppliers, keeping the budget holder informed.
• To produce reports for budget holders on an ad-hoc basis.

4. Efficiency of the purchase ledger function
• Perform month-end processing tasks and reconciliations.
• Ensure the appropriate controls are in place and followed.
• Reconcile supplier statements monthly.
• Maintain integrity of supplier master files e.g. payment terms, bank details.
• Consider ways to make the purchase ledger function more efficient.
• Liaise with external and internal audit.

5. Filing Systems
• Administer the Document Management System (currently TAPS) such that invoices and payments are easily accessible / available for senior management, suppliers, auditors or other related parties.
• Arrange the archiving of purchase ledger documents in line with statutory requirements.

6. Other Activities
• Cover for Purchase Ledger Adminstrator during holidays and other absences.
• Perform tasks commensurate with the position, and have a flexible approach to the department.

Qualifications, Knowledge, and Experience

Minimum:

• GCSE English and Mathematics
• 3 years experience in Purchase Ledger minimum
• Excellent written and verbal communication skills
• Computer literate in Microsoft Office to intermediate level
• Knowledge of D365 would be an advantage

Behavioural Competencies

• Able to prioritise workload effectively
• Numerical accuracy
• High degree of accuracy and attention to detail
• Good knowledge of double entry bookkeeping
• Excellent telephone manner and good communication skills
• Ability to meet tight deadlines
• Excellent team player and thorough and professional approach to work

Does this sound interesting? We would love to hear from you. Our application process is quick and easy. Apply today!

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