Accounts Payable Assistant - Maternity Cover FTC

Normal working hours will be 9.00hrs – 17.00hrs, Monday to Friday (inclusive), including one-hour unpaid lunch on each day worked and making a total of 35 working hours per week.

Working closely under the training and guidance of the Core Finance Supervisor, the purpose of the role is to help administer the accounts payable of the Club in terms of a paperless and electronic function for the accurate logging, approval, posting and timely BACS payment of all purchase invoices and credit notes in the accounting system and in line with the Club’s policy on supplier payment terms.

• Support the Core Finance Supervisor in the overall distribution and management of the MCC purchase ledger inbox and ensure that all suppliers are sending and submitting pdf purchase invoices by email.
• Open and action as needed any physical mail or post received from suppliers and to be the first point of contact for any telephone or statement queries.
• Ensure that all purchase invoices are logged in the accounting system, saved as pdfs and the entry level added to send out a notification email to the relevant Erequest user to prompt for electronic approval.
• Review the distributions, £ amounts, VAT of approved Erequest purchase invoices, to transfer to the posting batch for review by the Core Finance Supervisor and then posting into the accounting system.
• Monitor that all approved invoices are being sense checked for quantities, pricing and value for money and that all employee expense claims are being submitted in line with the Club’s expenses policy.
• To receipt all approved Purchase Orders from Erequest in the accounting system, to save purchase invoices as pdfs and add the entry level to send email notification to the relevant Erequest user to confirm the receipt of goods or services.
• Support in the administration of electronic food and drink EDI purchasing system (Epsys), to be responsible for the Epsys inbox and to help monitor the hierarchy and spend levels in line with the Club’s approval limits policy.
• To help monitor the KPI Finance report within Epsys to ensure that booked off orders are automatically reconciling with supplier loaded purchase invoices to tolerance and are ready to be exported, integrated and posted in the accounting system.
• Be the first point of contact with the cellar, kitchen and suppliers where Epsys booked off orders are not auto-reconciling and to make sure that the right corrective action is taken to resolve.
• Assist the Core Finance Supervisor with the control of all Club purchasing and credit cards with pre-approval of use of the main Club card from the Finance Director.
• Support to set up approved new suppliers in the accounting system and input Class IDs, agreed terms in line with the Club’s payment terms policy and supplier bank details.
• Maintain the integrity of supplier bank details and ensure that existing details can only be amended with approval of the Core Finance Supervisor after double checking with the supplier by phone.
• Post any “manual” approved invoices into the accounting system and to post any standing order or direct debit payments direct from the bank statements into the accounting system.
• To help prepare and reconcile the weekly BACS payment run on a Friday in the accounting system for approval by the Core Finance Supervisor and ultimately, the Finance Director and including any international payments and to upload approved payment files into internet banking for submission by the Finance Manager.
• Email out remittances to suppliers. To help post the BACS payment file into the accounting system.
• Support to prepare any out of cycle payments as approved by the Finance Director and to help upload payment files into internet banking for submission by the Finance Manager.
• To help oversee that the accounts payable ledger is fully maintained and up to date and that month end close and timelines are met.
• Prepare, reconcile and distribute the monthly aged creditor listings for review with the Core Finance Supervisor, Finance Manager and Finance Director.
• Maintain strong controls across the accounts payable function and to minimise the risk of any…