Accounts Payable Assistant

Pareto FM; Greater London; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

A facilities management company is seeking an AP Administrator to facilitate purchasing and process invoices in a remote role with minimal office presence in London. The ideal candidate should have strong organisational skills, attention to detail, and experience in administrative or accounts functions. The role includes general administration duties and requires communication with various internal departments and external suppliers. Holidays include 25 days plus bank holidays, with working hours from Monday to Friday.

Benefits

25 days holiday plus bank holidays

Flexible hybrid working

Supportive team environment

Qualifications

• Strong attention to detail for processing invoices accurately.
• Ability to liaise professionally with internal teams and suppliers.
• Self-motivated with strong organisational skills.

Responsibilities

• Facilitate purchasing of goods and services.
• Process supplier invoices timely and accurately.
• Handle general administration and support duties.

Skills

Attention to detail

Strong organisational skills

Self-motivation

Communication skills

Reliability

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

Role: AP Administrator

Start Date: Immediate

Location: Remote/London

Responsibilities

1. Purchasing & Operational Support
   • Facilitate the purchasing of ad-hoc goods and services for Operations in line with organisational guidelines.
   • Assist AM’s / Staff in the field with raising purchase orders for approved requests when required.
   • Provide order confirmations to internal teams where required.
   • Organise delivery and couriering of products to the Sites
   • Monitor outstanding orders and communicate delivery updates or delays.
   • Maintain accurate records of all purchases for audit and reference.
   • Liaise with suppliers for basic order-related queries, such as delivery information or missing paperwork.
   • Provide administrative and operational support to regional managers.
   • Act as a point of contact for regional staff, triaging queries and escalating as necessary.
2. Processing Purchase Invoices
   • Process supplier invoices accurately and within required timelines.
   • Match invoices to purchase orders and delivery notes, identifying and resolving discrepancies.
   • Perform standard Accounts Payable checks, including:
     • Verifying supplier name matches the approved vendor record
     • Checking supplier address details
     • Validating bank details (especially when changes occur)
     • Reviewing invoice dates, tax points, invoice numbers, VAT details, and line-item accuracy
     • Ensuring correct coding (cost centres, GL codes, project codes, etc.)
   • Liaise with suppliers and internal teams to resolve invoice/statement queries or missing information.
   • Ensure all invoices meet compliance standards and internal financial controls.
   • Support month-end close by ensuring all invoices are fully processed and reconciled.
3. General Administration Duties
   • Answer incoming calls professionally and direct them appropriately.
   • Manage shared inboxes, ensuring timely responses and task assignment.
   • Maintain organised filing systems and accurate document control.
   • Perform general admin tasks, including data entry, correspondence, opening post, scanning, copying and distributing.
   • Provide support to team during busy periods or staff leave.
4. Additional Support Activities
   • Contribute suggestions to improve efficiency and streamline processes.
   • Always ensure confidentiality and compliance with GDPR and organisational policies.

Working hours

• Working hours are Monday to Friday, 08:00 – 17:00.

What to expect

• Holidays entitlement will be 25 days per year, plus bank holidays.
• Work is remote with two days to be worked onsite London office in Holborn
• The nature of the role is to support colleagues and projects rather than to take a lead.
• Please note the office can occasionally be quiet and some days the candidate will be working alone.

Skills

• Attention to detail.
• Strong organisational skills.
• Self-motivation and self-discipline.
• Liaising with staff in other departments and with external suppliers.
• Oral and written communication skills.
• Tact, discretion and respect for confidentiality.
• Reliability and honesty.
• Ability to use a variety of software packages, such as Microsoft Word, Excel, Outlook, etc., to produce correspondence and documents and to maintain records, spreadsheets and databases.
• Ideally some previous experience in an accounts/admin processing role.