Accounts Payable Assistant

Herfreesoul; City of Westminster; Hybrid; GBP 30,000 - 40,000; Full time

Job summary

A women's nutrition company in Westminster is seeking an Accounts Payable Assistant to manage accounts payable processes and maintain strong relationships with suppliers. Key responsibilities include processing invoices, preparing payment runs, and supporting month-end activities. Ideal candidates have 3-5 years of experience, solid accounting principles knowledge, and excellent communication skills. Enjoy a flexible hybrid work environment, generous holiday, and free access to products while working.

Benefits

Flexible working hours

Work from anywhere for 2 weeks a year

25 days holiday plus bank holidays

Enhanced Family Leave

Free product pantry

30% discount for friends and family

Dog-friendly office

Pension plan

Access to health insurance

Qualifications

• 3-5 years experience in a similar role.
• Strong attention to detail with high levels of accuracy.
• Ability to manage multiple tasks and work to deadlines.

Responsibilities

• Process supplier invoices, credit notes, and staff expenses.
• Prepare and process weekly and monthly supplier payment runs.
• Support month-end close activities, including accruals and reconciliations.

Skills

Accounting principles

Attention to detail

Excel and accounting software

Communication skills

Problem-solving

Tools

Xero

Approval Max

Pleo

Job description

ACCOUNTS PAYABLE ASSISTANT

Wellbeing for being a woman.

We’re Free Soul - wellbeing for her, however she defines it. Because no two experiences are ever the same, and her path deserves to be as individual as she is. We shine a light on the unfiltered reality of being well - not the industry-standard version, but the honest, everyday pursuit of what makes her feel good.

How do we do it? By creating expertly formulated products with clinically tested ingredients that support every woman’s unique needs.

Working at Free Soul is more than just a job - it’s a purpose. We’re a mission‑led team where everyone genuinely cares about the impact we’re making.

We lead with ownership - taking responsibility for our work, our ideas, and the energy we bring. Each person has the freedom and trust to run with bold ideas and be accountable for making them happen.

We show up with respect and kindness - to our teammates, our community, and ourselves. We listen. We celebrate differences. And we create a space where everyone feels seen and valued.

We’re driven by a growth mindset - we stay curious, open to feedback, and committed to learning. Challenges are seen as opportunities, and we never stop evolving - as individuals, as a team, and as a brand.

We own the women’s nutrition space by doing things differently - liberating, not restricting. We celebrate every side of her - the quirks, the flaws, the fierce and the tender. Our brand reflects her real, raw journey and gives her the freedom to show up exactly as she is.

That’s what makes Free Soul a truly special place to work.

What you’ll be doing

We are bringing the accounting function in‑house and need an experienced, dynamic Accounts Payable Assistant to join the team and play a big role in setting up the AP processes. The AP Assistant is responsible for ensuring the timely and accurate processing of supplier invoices, expense claims, and payment runs. The role involves maintaining strong relationships with suppliers and internal stakeholders as well as supporting the finance team with reconciliations and ensuring proper financial controls and reporting.

Key Responsibilities

• Process supplier invoices, credit notes, and staff expenses in line with company policies.
• Match invoices against purchase orders, delivery notes and goods receipt notes, investigating discrepancies.
• Prepare and process weekly and monthly supplier payment runs.
• Reconcile supplier statements and resolve any queries promptly.
• Monitor accounts payable inbox and respond to supplier and internal queries.
• Ensure all transactions are coded to the correct general ledger accounts.
• Support month‑end close activities, including accruals and reconciliations.
• Perform daily bank reconciliations
• Credit card posting and reconciliations
• Owning and maintaining the AP ledger to ensure accurate records and ensure compliance with company policies and financial regulations.
• Assist with ad hoc finance projects and reporting as required.
• Support with VAT return
• Support AR tasks such as raising sales invoices and chasing debtors

What we’re looking for in you

• 3-5 years experience in a similar role
• Solid understanding of accounting principles and processes
• Strong attention to detail with high levels of accuracy.
• Ability to manage multiple tasks and work to deadlines.
• Strong IT skills, particularly in Excel and accounting software (e.g., Xero, Approval Max, Pleo, or similar).
• Excellent communication and interpersonal skills.
• A proactive and problem‑solving approach to work.

You’ll thrive here if you’re

• A self‑starter who loves taking initiative and ownership
• Curious, commercially aware, and always looking for the “why”
• Positive, energetic, and open to feedback, you see every challenge as a growth opportunity
• Proud of what you do, seeing things through from concept to completion
• Able to embrace challenges, knowing that setbacks aren’t failures, they’re lessons and a chance to gain experience
• Passionate about a purpose driven organisation
• Eager to help define and set‑up new processes and identify areas where improvements can be made
• Organised, reliable, and able to work both independently and as part of a team.
• Professional and courteous when dealing with suppliers and colleagues.
• Strong sense of accountability and integrity.

What you’ll get in return

• Core working hours of 10:00-16:00. We’re all about flexibility when it comes to your hours! Feel free to adjust your schedule to fit your needs
• Hybrid working: 3 days in the office per week
• Work from anywhere for 2 weeks a year
• 25 days holiday as well as bank holidays AND your birthday off!
• Enhanced Family Leave
• Free Soul product pantry - access to a variety of Free Soul products whilst working in the office
• Your monthly Free Soul essentials, delivered to your home - for free!
• 30% friends and family discount
• Dog‑friendly office
• Pension plan
• Access to Vitality health insurance
• Monthly team socials, lunch & learns and internal events