Accounts Payable Officer

Job Purpose Summary

We are currently recruiting for an Accounts Payable Officer to join the Accounts Payable function based in our Kiltimagh office. This role will be responsible for day to processing of transactions relating the Stock and Service/Non-Stock vendors within the Accounts Payable function and General office administration, reporting to the Accounts Payable Team Leader and working closely with Accounts Payable Specialists.

Role Responsibilities

•    Daily processing of purchase ledger invoices:
    Ensure the correct checks and posting procedures for all different types of accounts are followed including purchased, consigned, holdback, non-stock/service invoices 
    Check all invoices are correctly billed including the following information: bill to address, ship-to address, correct CMS VAT number, vendor VAT number, currency & correct VAT rate applied. 
    Document and consult with AP specialist on unresolved supplier queries, price queries, stock queries, invoice issues,
    Ensure all invoices are posted to the correct GLs and cost centres so they will report correctly in the management accounts where appropriate. 
•    Ensure credit notes relating returned stock are received from the vendor, forwarded to AP Specialist for approval and posted to the ledgers in an accurate and timely fashion.
•    Stock payments process: 
    Request statement of account from vendor at the beginning of each week / month. 
    Complete reconciliation of account
    Review and resolve queries with reconciliations directly with vendor and / or business.
    Escalate any unresolved issues with AP Team Leader
    Pass payment proposal over to AP Team Leader for approval on a weekly or monthly basis for review and advise if you believe there is a reason to hold payment before AP Team Leader completes Payment Score Card Risk Analysis,
    Create approved payment proposals from AP Team Leader on bank and update daily/weekly cashflow requirement templates 
    For manual payments send remittance to vendors, post and allocate payment 
•    Non-Stock / Freight Payments Process: 
    Pull daily and weekly reports to request approval of invoices ensuring they are sent to the correct person for approval. 
    Chasing for approvals when invoices have not been approved for payment within a reasonable timeframe. 
    Process approved payment proposals passed on from AP Specialists on bank manually & through F110.
    Pass over approved payments to finance team for approval. 
    Send remittances, post & allocate all manual payments. 
•    Setting up new vendor accounts: 
    Gather all the required approval & documentation is received as required for stock / non-stock set up. 
    Record all new vendors details on SAP making sure all steps of the vendor set up process are completed accurately. 
    Pass onto AP Specialist for validation and first approval on SAP
    Where relevant setup all sales & stock reports are set up correctly where relevant. 
    Ensure bank details are received on headed paper and passed onto AP Specialist so they can confirm by a phone call. 
    Once setup is completed, where relevant send welcome email to all new Apple vendors. 
•    General office administration & reporting
•    Provide annual leave cover within AP team where required
•    Carry out other tasks or duties as required by senior management in line with the business achieving its objectives

Additional Responsibilities

Skills & Personal Attributes

•    Minimum of 2 years AP experience preferred. 
•    Must have exposure to problem solving, excellent understanding of the business and how AP’s actions affect other departments and the cash flow of the business. 
•    Proven track record of being able to deal with a high volume of work, coping well under pressure and willing to help others.
•    Excellent communications skills (written and oral) are essential for this role.
•    Excellent administration skills.
•    Strong organizational and interpersonal skills.
•    Methodical with an eye for accuracy and detail.
•    SAP Experience is preferential.
•    Excellent team player.

Key Traits