Art Gallery jobs in United Kingdom

Vacancy Name: Accounts Payable Assistant (6-Month FTC)

Vacancy No: VN170

Employment Type: Temporary

Location City: London

Description:
Contract Type: Fixed-Term Contract (6 months)
Team: Finance
Reports to: Finance Director
Location: Office-based
Salary: Up to £32,000

About White Cube:
White Cube was set up by Jay Jopling in 1993 as a project room for contemporary art. The gallery has since grown into one of the most influential commercial galleries in the world, representing internationally renowned artists.

Role Overview:
We are looking for an Accounts Payable Assistant to join the Finance team on a 6-month fixed-term contract. The successful candidate will support the day-to-day accounts payable processes, ensuring timely and accurate management of invoices, expenses, and supplier payments.

Key Responsibilities:

1. Receive, review, and process supplier invoices and employee expenses using Concur, Compleat, and Sage.
2. Ensure invoices are correctly coded, authorised, and entered into the accounting system.
3. Match invoices to purchase orders where applicable.
4. Verify inventory details for artwork-related invoices and ensure costs are accurately posted.
5. Check for missing information, such as artwork references, and follow up as necessary.
6. Prepare weekly payment runs and ensure all payments are made accurately and on time.
7. Reconcile supplier statements and promptly resolve any discrepancies.
8. Maintain positive relationships with suppliers and respond professionally to queries.
9. Approve and process invoices under set thresholds.
10. Review and process employee expense claims, ensuring they align with company policies and travel guidelines.
11. Ensure all receipts are itemised and correctly coded before final approval.
12. Assist in maintaining and improving the expense management system (Concur).
13. Perform weekly reconciliations for bank accounts across multiple entities and currencies.
14. Cross-check that payments and receipts are correctly posted in the system.
15. Update currency exchange rates for relevant accounts.
16. Ensure supplier and expense data remains up-to-date and accurate.
17. Reconcile VAT statements with paid invoices and support international VAT reporting requirements.
18. Maintain organised and complete records for audits and compliance purposes.
19. Monitor the finance email inbox, ensuring all queries are addressed or allocated promptly.
20. Assist with adding suppliers and maintaining codes in the financial systems.
21. Provide support to the wider Finance team as required, including training staff on processes.

Skills and Experience:
• Previous experience in an Accounts Payable role is essential.
• Proficiency with financial systems such as Concur, Compleat, and Sage.
• Excellent attention to detail with a high level of accuracy.
• Strong organisational skills, with the ability to prioritise workload and manage tight deadlines.
• Demonstrated ability to process a high volume of transactions efficiently and effectively.
• Strong communication skills, both written and verbal, for liaising with internal teams and external suppliers.
• Proficiency in Microsoft Office, particularly Excel.
• Ability to work both independently and collaboratively within a team.
• Experience in handling international VAT and multi-currency accounts is a plus.