Accounts Payable Assistant

Main duties and responsibilities

Invoice Processing and Management:

- Process supplier invoices, including HSBC credit card transactions, in AMOS for all PO-based invoices and in SAP for non-PO expenses, ensuring accurate coding and approval in accordance with company policies.

- Utilize AMOS for tracking and managing supplier orders, goods receipts, and related accounts payable transactions.

- Verify invoice details such as pricing, quantity, and approvals, ensuring alignment with purchase orders.

- Handle discrepancies between invoices, purchase orders, and goods receipts, following up with relevant departments for resolution (Procurement Team)

Payment Processing:

- Prepare and execute payment runs in SAP, including checks, and prioritize payments based on due dates, early payment discounts (if needed), and urgency.

- Coordinate with the Finance team to ensure that payments are made within the specified credit terms and in alignment with company cash flow.

Reconciliation and Reporting:

- Reconcile vendor statements, research and resolve any discrepancies, and ensure that all outstanding invoices are processed in a timely manner.

- Generate and maintain accurate financial records for accounts payable, including accruals, outstanding payments, and vendor credits.

- Perform monthly closing activities (relating to AP invoices), including accruals, account reconciliations, and reporting using SAP.

Vendor and Stakeholder Communication & AP Inbox maintenance

- Act as the primary point of contact for vendors regarding invoice and payment status.

- Maintain strong relationships with internal stakeholders, such as procurement and operations teams, to resolve invoicing issues.

- Work closely with the HNK Finance team to process weekly, priority and urgent payments.

- Ensure all AP payment inbox queries are addressed promptly, prioritizing based on urgency, to prevent backlog accumulation in the AP inbox.

Compliance and Audit:

- Ensure all accounts payable activities comply with company policies, procedures, and legal requirements.

- Assist with audits by providing necessary documentation and ensuring that all AP processes are well-documented and auditable.

Process Improvement:

- Identify opportunities for process improvements in the AP workflow, particularly around invoice processing efficiency in SAP or any other ERP system .

- Support the implementation of best practices and automation within the accounts payable function.

Qualifications:

· Education: Bachelor’s degree in Accounting, Finance, or a related field preferred.

· Experience: 3-5 years of experience in accounts payable or a related accounting role, with hands-on experience in SAP and any other ERP system.

Technical Skills:

· Proficiency in SAP (Invoice processing, payment runs, vendor management).

· Experience with AMOS (Asset and Maintenance Operations System) or any other operational system for order tracking and vendor account management.

· Strong Excel skills for financial analysis and reporting.

· Knowledge: Solid understanding of accounting principles, tax regulations, and invoice processing.

Soft Skills:

· Strong analytical and problem-solving abilities.

· Excellent communication and interpersonal skills.

· Attention to detail and ability to meet deadlines in a fast-paced environment.

· Other: Familiarity with procurement systems and general ERP tools is a plus.

Preferred Attributes:

· Experience working with international vendors and multi-currency transactions.

· Demonstrated ability to work independently, handle multiple tasks, and maintain accuracy under pressure.

Key Performance Indicators (KPIs):

· Accuracy and timeliness of invoice processing.

· Vendor reconciliation accuracy.

· Payment cycle efficiency.

· Successful collaboration with internal departments and external vendors.

· Adherence to compliance and audit requirements.

Job Types: Full-time, Permanent

Benefits:

• Company pension
• Cycle to work scheme
• Free parking
• Life insurance
• Referral programme
• Sick pay

Schedule:

• Monday to Friday

Work Location: In person