JOB TITLE:

ACCOUNTS PAYABLE ASSISTANT

DEPARTMENT: Finance

DIVISION: Group

LOCATION:  First Floor, Suite 3, Prime View, Prime Four Business Park, Kingswells, AB15 8PU

HOURS: 37.5 p/w FT

MAIN PURPOSE OF JOB:

Assist in managing and processing invoices, maintaining vendor relationships, and ensuring accurate financial reporting.

REPORTING RELATIONSHIP:

Report directly to the Accounts Payable Supervisor and ultimately the Finance Director.

KEY WORK AREAS:

Ø  Process and verify invoices for payment

o   Invoices received in Accounts payable mail box sent to Validation Station

o   Invoices processed in Validation Station, ensuring complete and accurate, adapting ‘right first-time’ approach

o   Coding of manual non purchase order invoices to Vessels/Cost Centres and appropriate general ledger

o   Forwarding of Invoices to approvers

o   Posting approved invoices

Ø  Support Accounts Payable Supervisor prepare and process payment runs bi-weekly via BACS and manual, within agreed payment terms

Ø  Maintain accurate records of all accounts payable transactions

Ø  Proactively reconcile vendor statements and resolve discrepancies

Ø  Support audits by providing necessary documentation

Ø  Communicate effectively with vendors regarding payment enquiries

Ø  Contribute to process improvements within the accounts payable function

Ø  Undertake call-back of vendors, where change of bank details notification received

OTHER RESPONSIBILITIES

Any other financial duties as requested by management

COMMUNICATIONS:

Ø  Daily contact with internal department contacts

Ø  Daily contact with external contacts

QUALIFICATIONS/TRAINING:

Ø  Previous experience in Accounts Payable

Ø  Strong knowledge of accounting principles and software

Ø  Computer literate – Microsoft Packages i.e. word, excel, outlook

PERSONAL QUALITIES/CHARACTERISTICS:

Ø  Excellent attention to detail and accuracy

Ø  Strong organizational and time management skills

Ø  Ability to work independently and as part of a team

Ø  Good communication and interpersonal skills