Accounts Payable Assistant

Sword is a leading provider of business technology solutions within the Energy, Public and Finance Sectors, driving real transformation change within our clients.  We use proven technology, specialist teams and domain expertise to build solid technical foundations across platforms, data and business applications.  We have a passion for using technology to solve business problems, working in partnership with our clients to help in achieving their goals.

We have a great opportunity for a highly organised and detail-oriented Accounts Payable Assistant to join our Staines based Finance team. This full-time role is an excellent opportunity for a motivated individual with a strong background in accounts payable or finance to contribute to the smooth operation of our accounting processes. Reporting to the Accounts Payable Manager, you will play a key role in ensuring the timely and accurate processing of supplier invoices, employee expenses, and payment runs, while maintaining strong internal controls and fostering effective vendor relationships.

As an Accounts Payable Assistant, your key responsibilities will include:

Invoice Processing

• Receive, review, and process supplier invoices in compliance with company policies.
• Match invoices to purchase orders and resolve discrepancies in collaboration with procurement and business stakeholders.
• Ensure accurate coding to general ledger accounts, cost centres, and projects.

Supplier Setup & Maintenance

• Set up new supplier accounts and maintain accurate records for existing suppliers.
• Perform verification checks on supplier information and banking details.
• Ensure supplier master data is up to date and compliant with internal controls.

Payments & Reconciliations

• Prepare monthly payment runs, including ACH, BACS, wire transfers, and cheques.
• Reconcile supplier statements and resolve outstanding or overdue items.
• Monitor aged payables to ensure timely payments.

Supplier & Stakeholder Management

• Act as the primary point of contact for vendor queries.
• Communicate effectively with internal and external stakeholders to resolve issues promptly.
• Build strong working relationships with Procurement, Operations, and Finance teams.

Compliance & Controls

• Ensure compliance with accounting policies, VAT regulations, and approval workflows.
• Maintain strong internal controls and support audit requirements.

Month-End Close Support

• Prepare accounts payable-related accruals.
• Reconcile the AP subledger to the general ledger.
• Provide reports and analysis as required by the Finance team.

General Office Support

• Provide administrative assistance to the finance team, including filing, scanning, and data entry.
• Help coordinate internal communications, meeting materials, and team schedules.
• Support onboarding of new team members and assist with general office tasks such as ordering supplies and maintaining organised records.

Other Duties

• Support internal and external audit requirements.
• Contribute to the continuous improvement of AP processes and systems.
• Perform other finance and administrative tasks as required.

• Proven experience in Accounts Payable or a similar finance role.
• Strong working knowledge of Excel (e.g., VLOOKUP, pivot tables).
• Understanding of AP processes, invoice flow, and payment cycles.
• High attention to detail and accuracy.
• Strong communication skills with the ability to engage effectively with various stakeholders.
• Ability to work independently and meet tight deadlines.
• Experience with SAGE 50 is advantageous.
• Experience in a shared service centre or multinational environment.
• Knowledge of VAT and AP tax compliance.
• A-levels or equivalent required.
• Accounting or finance qualification (AAT or equivalent) desirable.

At Sword, our core values and culture are based on caring about our people, investing in training and career development, and building inclusive teams where we are all encouraged to contribute to achieve success. We offer comprehensive benefits designed to support your professional development and enhance your overall quality of life.  In addition to a Competitive Salary, here's what you can expect as part of our benefits package: 

• Personalised Career Development: We create a development plan customised to your goals and aspirations, with a range of learning and development opportunities within a culture that encourages growth. 
• Flexible working: Flexible work arrangements to support your work-life balance.  We can’t promise to always be able to meet every request, however, are keen to discuss your individual preferences to make it work where we can. 
• A Fantastic Benefits Package: This includes generous annual leave allowance, enhanced family friendly benefits, pension scheme, access to private health, well-being, and insurance schemes.

At Sword we are dedicated to fostering a diverse and inclusive workplace and are proud to be an equal opportunities employer, ensuring that all applicants receive fair and equal consideration for employment, regardless of whether they meet every requirement. If you don’t tick all the boxes but feel you have some of the relevant skills and experience we’re looking for, please do consider applying and highlight your transferable skills and experience. We embrace diversity in all its forms, valuing individuals regardless of age, disability, gender identity or reassignment, marital or civil partner status, pregnancy or maternity status, race, colour, nationality, ethnic or national origin, religion or belief, sex, or sexual orientation. Your perspective and potential are important to us. 

If we can do anything to help make the hiring process more accessible, please let our talent acquisition team know when you apply so we can support any adjustments.