Accounts Payable Assistant – Hybrid, London

About the role

We are looking for an Accounts Payable Assistant to join our finance team in London. You will support the AP Supervisor and Financial Controller in managing the purchase‑to‑pay cycle for our UK and Austrian entities, ensuring suppliers are paid accurately and on time.

Key responsibilities

• Own the end‑to‑end AP process: capture, code, approve, post and pay invoices.
• Serve as the first point of contact for supplier and internal AP queries, resolving discrepancies promptly.
• Process purchase invoices and credit notes in ExpenseIn and Xero (including multi‑currency), applying correct VAT/tax treatment.
• Manage employee expenses and company credit‑card transactions, ensuring policy compliance and accurate coding.
• Maintain the purchase‑order process, matching POs to invoices and obtaining approvals.
• Prepare weekly payment runs and ad‑hoc payments, adhering to approval controls and supplier terms.
• Reconcile supplier statements, investigate aged items, duplicates and unmatched transactions.
• Perform bank reconciliations and support month‑end close activities related to AP.
• Manage the finance shared mailbox, prioritising queries and maintaining audit trails.
• Support onboarding and maintenance of supplier master data and handle HMRC customs reporting for import taxes.
• Provide reporting and documentation for financial reporting and audit requests, contributing to continuous improvement.

Required profile

• Proven experience in a purchase ledger or accounts payable role with a solid understanding of the full AP cycle.
• Experience working in a small, fast‑paced team.
• Exceptional communication and stakeholder management skills.
• Excellent attention to detail and high accuracy when processing transactions.
• Strong organisational abilities and the capacity to meet payment‑run deadlines.
• Confidence using accounting systems; Xero experience is required.
• Intermediate Excel skills (e.g., pivots, lookups) and comfort working with numerical data.

Required skills

• Xero accounting software
• ExpenseIn (or similar expense/invoice management tool)
• Microsoft Excel (intermediate level)

What we offer

• Competitive salary of £30‑34k per year
• Hybrid working model