Accounts Payable Administrator

The Company: Civilised Car Hire offers specialist vehicles to the music and entertainment industry, film production and other commercial enterprises, as well as to private individuals. The company is over 30 years old, run by the founder and has around 20 employees, three of which are currently part of the finance department. We are looking for a full time Accounts Payable Administrator to work with the team in our offices in Denmark Road, South London.

Role Overview: The role encompasses various financial and administrative tasks, to ensure the smooth operation of our finance department. You will be leading the accounts payable processes to ensure accurate and timely payments to vendors and suppliers while maintaining financial records in compliance with company policies and regulations. You will also provide support to other members in the finance team including administration of Parking Charge Notices (PCN), and accounts receivable as required.

Role Responsibilities:

1. Lead Accounts Payable:

• Receive, review, and process supplier invoices and produce expense reports in a timely manner.
• Verify the accuracy of bills, ensuring they have proper approvals and documentation.
• Prepare and schedule payments to vendors, suppliers, and service providers within established timelines.
• Reconcile payments to supplier invoices following accounting practice in the finance team and resolve any discrepancies or issues that may arise.
• Assist in expense reporting activities, verifying and processing employee reimbursement claims.

2. Assist in Parking Charge Notice (PCN) Administration:

• Logging, tracking, and managing PCN (Penalty Charge Notices), TFL congestion charge and Speeding fines for vehicle rentals, ensuring timely and appropriate action is taken.
• Collections: monitor and manage collection of PCN fines, handling fees and other related costs.
• Debt Recovery: contact customers to collect outstanding payments, maintain accurate records of collection / comms and resolve any payment discrepancies or disputes.
• Coordinate communication with relevant authorities or agencies to resolve PCNs efficiently and maintain records of all correspondence.

3. Assist in Accounts Receivable:

• Support staff in accounts receivable process including invoice reconciliation and allocation of customer payments promptly and accurately and resolving any discrepancies.
• Monitor accounts receivable, follow up on outstanding payments and resolve any billing discrepancies.

4. Assist in Month-End Closing:

• Assist in month-end closing activities related to accounts payable/receivable, providing necessary documentation and reports.

5. Vendor Relations:

• Maintain positive relationships with vendors and suppliers, addressing inquiries and resolving payment-related concerns.
• Liaise with vendors to ensure smooth invoicing and payment processes.
• Liaise with Workshop manager to ensure timely processing of procurement invoices and reconcile to payments.
• Manage driver invoices.
• Pay drivers monthly PO.

6. Record-Keeping and Documentation:

• Maintain accurate and up-to-date records of accounts payable transactions.
• Maintain organised records of financial transactions, PCNs, and related documents, ensuring proper filing and accessibility for reference and audits.
• Prepare reports or summaries detailing PCN resolutions, financial transactions, and any notable observations for internal review.

7. Process Improvement:

• Identify opportunities for process improvements and automation within the finance department.
• Work closely with the finance team to develop and implement best practices in the finance department.
• Streamline Parking and Financial procedures to enhance efficiency and accuracy, review and improve credit control processes, systems, and workflows.

8. Compliance and Process Adherence:

• Ensure compliance with company policies, accounting principles, and relevant regulations.
• Adhere to company policies, guidelines, and legal requirements when handling financial data and PCNs, always ensuring compliance.
• Follow standard procedures for PCN resolution, documenting steps taken and ensuring accuracy in resolving outstanding notices.

9. Communication and Collaboration:

• Work closely with other financial colleagues to ensure understanding of a broad range of financial roles and the ability to support colleagues across different financial processes.
• Liaise with internal departments, including finance, operations, and legal, to address PCN-related queries or issues effectively.
• Communicate courteously and professionally with external parties, authorities, or agencies regarding PCN matters or financial inquiries.
• Communicate effectively with stakeholders, vendors, and suppliers to address inquiries and resolve issues promptly.

Candidate Requirements:

1. Experience:

• Minimum of 2-3 years of experience in accounts payable, finance, or accounting roles.
• Experience with accounting software, preferably strong knowledge of Sage and/or Zero.
• Experience in reconciling accounts and processing invoices accurately and efficiently.
• Familiarity with accounting principles and practices, including GAAP (Generally Accepted Accounting Principles), and forensic accounting.
• Knowledge of financial regulations and compliance requirements.
• Experience in working with vendors and resolving payment discrepancies.

• Proficient in using accounting software and ERP systems.
• Proficiency in Microsoft Excel for data analysis and reporting.
• Strong numerical and analytical skills.
• Attention to detail and accuracy in data entry and financial records.
• Ability to manage multiple tasks simultaneously and meet deadlines.
• Understanding of basic financial statements, such as balance sheets and income statements.

3. Soft Skills:

• Excellent communication skills, both written and verbal.
• Ability to work independently as well as collaboratively within a team.
• Strong organizational skills and ability to prioritize tasks effectively.
• Problem-solving skills and ability to resolve issues efficiently.
• Attention to detail and commitment to maintaining accuracy in financial records.
• Adaptability and willingness to learn new processes and technologies.
• Integrity and professionalism in handling sensitive financial information.

4. Certifications (Preferred):

• Certification such as Certified Accounts Payable Associate (CAPA) or Certified Accounts Payable Professional (CAPP) is advantageous but not always required.