Accounts Payable Assistant

Due to ever increasing works we are now looking for an Accounts Payable Assistant to support the Finance team.

Overall purpose of the job:

Management of all aspects of purchasing department for all the companies within SQS group, ensure all systems and processes are well communicated to and adhered by team members. Truly be a support function to other departments working alongside team of functional departments by providing accurate, timely and efficient end-to-end support.,

• Match supplier invoices to goods received note by contract for the purchase orders raised via the WAP system by the operations team. Ensure invoice is processed at appropriate VAT rate in Sage, Syrinx and post to the correct nominal code, cost centre and department.


• To request missing proof of deliveries (PODs) to match quantities invoiced.



• Capture processed supplier invoices and supplier statements electronically within accounting system.


• Ensure all supplier statements are reconciled with purchase ledger balances prior to month-end payment run.


• Assist AP Manager to prepare for weekly and monthly supplier BACS payment run are prepared in line with agreed payment terms for authorisation.


• Ensure timely processing of supplier invoices, credit notes and reconciling supplier accounts to meet month-end deadlines.


• Queried invoices to be communicated effectively with supplier.


• To raise queries with contract/Operations teams following discrepancy.


• Ensure rates charged by supplier are accurate and as per agreement, to resolve any invoice queries within timely manner. To maintain record of queried invoices until resolved.


• Make credit card payments for PCNs, suspension bays, other materials. To ensure payment receipt/ Invoice is processed/ made available to Finance department.


• Post PCN credit card payments in sage.


• Ad-hoc duties but not limited to placing order for office consumables, office stationery, IT consumables, raise POs in sage for other functional departments as per authorised limits within SQS group.


• Basic admin duties within Purchase and Finance department.