Accounts Payable Clerk

Catella APAM’s Accounts Payable function services both the Commercial Property Management department and the Corporate Accounting department. The Commercial Property Management department manages properties on behalf of clients/landlords within all sectors, across the UK. The Corporate Accounting department manages the company accounts on behalf of clients/landlords within all sectors across the UK. Regional offices service both local and national clients. For Property Management, the teams are based in London and Manchester. The Finance and Treasury team is centralised in the Manchester office.

The scope of this role is to control the accounts payable of a selection of the clients and properties under management. The role will predominately focus on the processing and payment of purchase invoices following Catella APAM’s internal approval process, liaising with suppliers to resolve queries, managing the purchase ledger to maintain accurate records and providing expenditure reporting internally.

KEY ACCOUNTABILITIES INCLUDE:

Processing

• Manage AP inbox daily, ensuring all correspondence is answered within KPIs and issues highlighted to FM.
• Daily, accurate and timely processing of supplier invoices onto PIR and sending to appropriate person for approval (ensuring that all invoices are addressed correctly and are VAT compliant).
• Ensure all CIS invoices are processed correctly within HMRC guidelines.
• Daily, accurate and timely processing of supplier invoices onto ledger once approved.
• Monthly posting and reconciliation of credit card expenditure.
• Posting staff expenses.

Cash Management: Payments & Refunds

• Payment runs (frequency may vary depending on client).
• Processing one off payments as necessary.
• Posting direct debit / standing order payments.
• Sending supplier remittances.
• Request, investigate and post supplier refunds.

Supplier / Ledger Management

• Set up new suppliers on system.
• Supplier reconciliations to statements / invoices for c/fwd balances.
• Reconciliation of landlord supplier void account with tenant account (where we do client and corporate accounts)
• Regularly review ledgers and investigate and clear credit balances.
• Liaising with suppliers via phone and email to resolve queries quickly and efficiently.
• Proactively deal with reminders and statement to avoid further action being taken or late payment charges.

Creditors Management & Reporting

• Creditors reports as requested by PM/AM/Accountants.
• Reviewing and chasing outstanding PIR items requiring approval.
• Assisting with year-end audits (e.g. providing copy invoices).

WHO WE ARE LOOKING FOR:

Qualifications, Skills and Experience

• Experience in a purchase ledger finance role (desirable but not essential)
• Experience within the property industry and service charge charges (desirable but not essential)
• Strong customer service skills and ability to professionally communicate with variety of suppliers / stakeholders
• Microsoft Word and Excel – Intermediate or above
• Ability to take full ownership of role and ability to multi-task.
• Strong team player with proactive and problem-solving attitude
• Excellent communication skills and able to successfully communicate with staff at all levels.
• Excellent organisation skills and excellent attention to detail
• Excellent time management skills, ability to prioritise and meet strict deadlines

SPECIAL REQUIREMENTS (e.g. travel, unsocial hours)

• Normal Hours of work for this role are 5 days a week 9.00 am – 5:30 pm based in the Company’s Manchester office
• Hybrid working policy with 1 day per week WFH in addition to ad hoc requests
• Must be flexible and able to work extended hours as likely necessary on occasion.
• May be required to travel both within the United Kingdom and abroad.