Role: AP Administrator

Start Date: Immediate

Location: Remote/London

Responsibilities

1. Purchasing & Operational Support

• Facilitate the purchasing of ad-hoc goods and services for Operations in line with organisational guidelines.

• Assist AM’s / Staff in the field with raising purchase orders for approved requests when required.

• Provide order confirmations to internal teams where required.

• Organise delivery and couriering of products to the Sites

• Monitor outstanding orders and communicate delivery updates or delays.

• Maintain accurate records of all purchases for audit and reference.

• Liaise with suppliers for basic order-related queries, such as delivery information or missing paperwork.

• Provide administrative and operational support to regional managers.

• Act as a point of contact for regional staff, triaging queries and escalating as necessary.

2. Processing Purchase Invoices

• Process supplier invoices accurately and within required timelines.

• Match invoices to purchase orders and delivery notes, identifying and resolving discrepancies.

• Perform standard Accounts Payable checks, including:

o Verifying supplier name matches the approved vendor record

o Checking supplier address details

o Validating bank details (especially when changes occur)

o Reviewing invoice dates, tax points, invoice numbers, VAT details, and line-item accuracy

o Ensuring correct coding (cost centres, GL codes, project codes, etc.)

• Liaise with suppliers and internal teams to resolve invoice/statement queries or missing information.

• Ensure all invoices meet compliance standards and internal financial controls.

• Support month-end close by ensuring all invoices are fully processed and reconciled.

3. General Administration Duties

• Answer incoming calls professionally and direct them appropriately.

• Manage shared inboxes, ensuring timely responses and task assignment.

• Maintain organised filing systems and accurate document control.

• Perform general admin tasks, including data entry, correspondence, opening post, scanning, copying and distributing.

• Provide support to team during busy periods or staff leave.

4. Additional Support Activities

• Contribute suggestions to improve efficiency and streamline processes.

• Always ensure confidentiality and compliance with GDPR and organisational policies.

Working hours

• Working hours are Monday to Friday, 08:00 – 17:00.

What to expect

• Holidays entitlement will be 25 days per year, plus bank holidays.

• Work is remote with two days to be worked onsite London office in Holborn

• The nature of the role is to support colleagues and projects rather than to take a lead.

• Please note the office can occasionally be quiet and some days the candidate will be working alone.

Skills

You will need to have:

• attention to detail.

• strong organisational skills.

• self-motivation and self-discipline.

• liaising with staff in other departments and with external suppliers.

• oral and written communication skills.

• tact, discretion and respect for confidentiality.

• reliability and honesty.

• ability to use a variety of software packages, such as Microsoft Word, Excel, Outlook, etc., to

produce correspondence and documents and to maintain records, spreadsheets and databases.

• Ideally some previous experience in an accounts/admin processing role.