Accounts Payable Administrator with German

Posted 3 days ago by Claire's

Birmingham, West Midlands

**Language requirement - German**

The primary function of the Finance department is to control revenues, expenditures, assets & liabilities to achieve transparency and accountability, safeguard the assets through adherence to sound financial management practices and procedures, and to provide management with the financial analysis needed to help control the business whilst ensuring compliance with legal and regulatory requirements.

The AP Administrator is part of a team responsible for ensuring that the Company's financial status, in terms of its payment record and relationships with suppliers, as well as internal customers, remains high. This means that all paperwork into the department is an important responsibility for the AP Administrator. The AP Administrator must ensure that invoice processing is done quickly and efficiently with no margin for error.

The core areas of responsibility for the AP Administrators are:

  • Processing of invoices
  • Dealing with supplier queries and reconciliations
  • Travel expense claims

The AP Administrator needs to ensure prompt and accurate processing of invoices and travel expenses, timely payment of vendors and employees and accuracy of invoice coding.


Processing invoices:

  • Open the post and distribute for scanning
  • Scan new invoices received on a daily basis; ensure these are scanned into the correct folder
  • File completed batches in a tidy and proper manner
  • Upon request, retrieve invoices from filing and provide copies as necessary
  • Enter invoices into Oracle on the date they are received and match to Purchase Order
  • For non-Purchase Order invoices, enter into Oracle on the date they are received and enter the distribution codes for these
  • Amend Distributions on any invoices returned via workflow as directed by the authoriser
  • Monitor invoice approvals, if not returned within the correct time identify the reason for this
  • Raise queries as necessary with suppliers or members of staff in relation to any discrepancies
  • Deal with any queries from suppliers
  • Raise any debit/credit notes required
  • Maintain relevant spreadsheets
  • Review 'Invoices on Hold' report
  • Check to ensure information is accurate, including product code, order number and unit price
  • Resolve discrepancies
  • Obtain the relevant authorisation for any discrepancies and if necessary raise any debit notes/internal invoices
  • Raise debit notes for Nickel testing, discounts, rework, replacement barcodes and any additional required charges
  • Review 'Rejected/Initiated Invoices' report to resolve issues
  • Ensure all invoices are processed through the system in time for payment

Dealing with Suppliers:

  • Deal with suppliers over the telephone to answer or resolve queries
  • Report any supplier complaint, lengthy or involved query to your Manager
  • Handle any supplier overdue letters or payment requests and progress to a satisfactory conclusion. Report all serious instances to your Manager
  • Produce Supplier statement reconciliations at the end of each accounting period or when requested to do so. If necessary request any further documentation to conclude reconciliation. Provide quick resolutions of reconciling items or effective communication of queries
  • Ensure Claire's is meeting supplier payment terms

Travel Expenses:

  • Process all travel expenses on day of receipt
  • Resolve any issues arising from any claim
  • Run Expense Report Import and ensure paid weekly

About You

  • Strong administration skills
  • Good numeric / mathematical skills
  • Advanced Microsoft Office skillsA to C grade GCSEs Mathematics and English (or equivalent)
  • Good knowledge of English & Polish
  • Accounts Payable
  • Foreign payments
  • Working in a shared service environment (i.e. multiple countries managed from one location)
  • Experience of Oracle Financials
  • Knowledge of UK, French, German, Dutch, Belgium, Swiss, Austrian payments
  • Started studying for AAT or willing to study towards a relevant professional qualification
  • Bachelor's Degree in relevant subject
  • Knowledge of other European languages
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