Accounts Payable Clerk

To manage the allocated Reconciliation of Creative Payable Trade Payable Accounts, analyse and investigate aged creditors. Reporting on aged and debit balance to line manage & participate in the preparation of BACS payment.

To process and resolve allocated Creative Payable queries, communicating effectively with internal and external clients.

Providing weekly reports to Financial Directors highlighting invoices that require purchase orders, approval and action to enable to load to the ERP Accounts Payable system. To be a proactive member of the Financial Operations Team.

General

• To reconcile, investigate and resolve allocated client/agency invoice queries within a set timeframe.
• To investigate and resolve allocated client/agency invoice queries, once query is established, initiate correction within the ERP Accounts Payable system.
• Communicate effectively to the client/agency on all ongoing queries.
• Appropriately follow through with required actions in respect of all e-mail queries allocated via the Accounts Payables, AMEX & remittance mailbox within a 48 hour timeframe.
• Assist with the distribution of the queried invoices filed within the Input Query Trays to the team on a daily basis.
• Vendor masterfile maintenance
• Investigate Legal issues re non payment and report to team leader/legal team.
• Ad hoc projects as directed by the Team Leader or Head of Department.
• Provide holiday and sick cover as necessary.

Daily

• Vendor masterfile maintenance
• Respond to all allocated emails addressed to the Accounts Payables mailbox.
• Action where required the distribution of work within the Input Query Trays & email the agency requesting resolution.
• Update the unposted invoices report based on the responses received from the agencies
• Investigate and provide feedback to the agencies, recommend and advise for resolution on all invoices that can not be loaded to the ERP Accounts Payable system.
• Identify discrepancies and ensure all queries on the accounts are followed through and resolved in a timely manner.

Weekly

• Run and submit weekly reports to Financial Directors in respect of invoices that cannot be loaded on ERP Accounts Payable system without a valid Purchase order Number
• Where the supplier invoices do not quote a valid purchase order number, return invoices to the supplier with an attached letter requesting a valid purchase order number.
• Run and submit bi-weekly reports to Financial Directors stating all invoices that haven’t been processed due to PO / Employee / job queries.
• Run and submit weekly reports to Financial Directors on unapproved invoices, & rejected invoices on Maconomy, review remarks and comments of reasons why the invoices have been rejected and action accordingly.
• Assist with the preparation of BACS runs for Trade Payable and Foreign vendors.

Monthly

• Ensure all allocated vendor statements are fully reconciled to the ERP Accounts Payable system in accordance with PCP directive and distributed to the allocated contact within the agencies,
• Investigate and report on aged creditors to line manager, distribute to the allocate contact within the Agency
• To ensure System reconciliations are completed on all DD and SO accounts
• Queries to be addressed and corrections made within ERP Accounts Payable system in line with the month-end close process for Creative Payables
• Attend monthly meeting with AP Team Leader to review reconciliations and Aged Creditors Reports. Attend regular meeting with financial contacts of the Agencies

Skills/Experience

• Minimum 2 years’ experience within an Accounts Payable or accounting function preferably within a fast paced, constantly evolving environment.
• Commercially focused with a client service approach.
• Confidence in dealing and building relationships with all levels of management.
• Excellent written and oral communication skills.
• High level of accuracy and attention to detail.
• Well organised with strength in prioritising.
• Flexible attitude to achieve results.
• Positive outlook and ambition to progress within Finance.
• Calm under pressure.