Accounts Payable Assistant X2

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DEPARTMENT DESCRIPTION

The GBC Finance Team is part of the Hogan Lovells International LLP Finance Function, and reports to the Finance Operations Manager.

The Function has four key areas of responsibility:

• Transaction processing
• Reporting
• Control
• Decision Support

The primary departments in the Hogan Lovells International LLP Finance Function are Billing (including e-Billing), Business Control, Accounts Payable, Accounts Receivable, Partners matters, Salaries, Financial Analysis, Financial Systems and reporting. The department is responsible for handling all financial matters in respect of the London office and the co-ordination of financial affairs in the international offices.

ROLE DESCRIPTION

The job holder will be responsible for maintaining transactions in the firm's client and office bank accounts and ensuring that the proper processes are followed to ensure Solicitor's Regulation Authority (SRA) Accounts Rules & Anti-Money Laundering (AML) compliance.

KEY RESPONSIBILITIES / ACCOUNTABILITIES

• Continuous monitoring of the Accounts Payable inbox and scanning of supplier invoices into Chrome River within agreed timeframes.
• Review of invoices and staff expense claims within Chrome River to   ensure accurate information has been captured and the appropriate coding and narrative has been entered.
• Preparation of payment runs to the firm's staff and third-party suppliers.
• Reconciliation of supplier statements and management of key supplier relationships.
• Duplicate item checking, chasing outstanding pending items and investigating and resolving exceptions in the batch import process from Chrome River to Elite.
• Dealing with ad-hoc queries from both suppliers and the firm's staff and partners; and
• Maintenance of supplier data.

SKILLS AND EXPERIENCE

• One (1) to two (2) years' experience working within an office, or shared services environment
• Excellent planning and organisational skills, time management, written and verbal communication skills
• Excellent all round Computer skills including Excel and the MS Office Suite
• Advanced MS Excel
• Chrome River
• 3Elite
• Six (6) to twelve (12) months in a similar function

QUALIFICATIONS AND TRAINING

• Degree or equivalent tertiary qualification NQF 7/8/9
• Grade 12 NQF 4

THE CANDIDATE / GENERAL ATTRIBUTES

• Ability to communicate clearly and effectively, both verbally and in writing
• Good attention to detail
• Maintains the quality and quantity of output under pressure
• Can plan and prioritise own work
• Solution focused with the ability to resolve problems that may arise within or outside one's scope
• Build and maintain effective working relationships with internal clients and external suppliers
• Commerciality; must be focussed on delivering high quality services in a fast paced and challenging environment