Accounts Payable Assistant

Role Overview

We are seeking an organised and detail-focused Accounts Payable Assistant to join our Finance team within a busy ship repair environment.

The successful candidate will be responsible for the accurate and timely processing of supplier invoices, payments and account reconciliations. The role will work closely with Stock Manager, Operations, Project Managers and suppliers to ensure expenditure is correctly authorised, coded and allocated to the appropriate vessel, repair project or overhead account.

Key Responsibilities

• Process and post supplier invoices and credit notes accurately and on a timely basis.
• Match invoices against purchase orders, delivery documentation and other supporting records.
• Assist with the setting up of the computerised PO system and roll out of a stock management system.
• Ensure invoices have the appropriate approval before payment.
• Identify and resolve invoice, pricing and purchase order discrepancies.
• Maintain accurate and up-to-date supplier accounts.
• Reconcile supplier statements and investigate outstanding items.
• Monitor outstanding invoices and ensure payment deadlines are met.
• Ensure supplier credit notes are received and correctly applied where required.

Ship Repair / Project Costing

• Ensure materials, equipment, subcontractor costs and services are allocated to the correct vessel or repair job.
• Liaise with Project Managers, Purchasing and Operations to resolve missing purchase orders or coding information.
• Assist in ensuring all costs relating to repair projects are captured promptly and accurately.
• Support the Finance team with project/job cost reviews where required.
• Help identify invoices received after project completion or other costs that may require accrual.

Supplier Management

• Set up and maintain supplier accounts in accordance with company procedures.
• Verify supplier details and ensure appropriate documentation and approvals are obtained for new suppliers or changes to supplier information.
• Respond professionally to supplier queries regarding invoices and payments.
• Maintain effective working relationships with key suppliers and subcontractors.
• Investigate aged or disputed supplier balances.

Finance Administration

• Maintain accurate electronic records of invoices, approvals and supporting documentation.
• Assist with month-end accounts payable procedures.
• Prepare accounts payable reports and reconciliations as required.
• Assist with accruals and other month-end information.
• Support internal and external audit requests relating to accounts payable.
• Ensure transactions comply with company purchasing, authorisation and financial control procedures.
• Provide additional support to the wider Finance team when required.

Key Skills Experience

Essential

• Previous Accounts Payable, finance administration or similar experience.
• Strong attention to detail and accuracy.
• Good working knowledge of Microsoft Excel and Microsoft Office.
• Ability to process a high volume of transactions accurately.
• Strong organisational and time-management skills.
• Ability to prioritise workload and meet payment and month-end deadlines.
• Good communication skills and confidence dealing with suppliers and internal departments.
• Ability to investigate discrepancies and follow issues through to resolution.
• Ability to work both independently and as part of a Finance team.