Accounts Payable Manager, FTC Maternity Cover - Finance Practice

<p><strong>Salary band:&nbsp;</strong>£40,000 - £45,000 dependant on skills and experience</p>

<p>This is a fixed-term maternity cover position until December 2027. Reporting to the Financial Controller, the Accounts Payable Manager leads the day-to-day operations of the accounts payable function for our UK agencies, ensuring accurate and timely processing of all AP transactions, robust financial controls, and high standards of compliance. This role is based in London with minimum 3 days in the office. The AP Manager is responsible for overseeing and developing a team of AP juniors, managing vendor relationships, and driving continuous improvement across the purchase-to-pay cycle. The AP Manager is a detail-oriented, commercially aware, and proactive leader with strong technical knowledge of AP processes, systems, and controls, and a commitment to delivering high-quality financial operations in support of month-end and audit requirements.&nbsp;</p>

<p><strong>Overall Objectives of the Role</strong>&nbsp;</p>

<p>Oversee the end-to-end accounts payable function, ensuring invoices, payments, and expenses are processed accurately, on time, and in line with company policies and financial controls. Maintain the integrity of the AP ledger by reviewing and approving transactions, monitoring aged payables, and ensuring all supporting documentation and departmental approvals are in place prior to payment. Provide effective oversight of the team's daily workload, managing capacity and prioritisation to meet processing deadlines and month-end close requirements. Act as the primary escalation point for complex vendor queries, disputed invoices, and payment issues, resolving matters efficiently and professionally. Champion compliance, fraud prevention, and process improvement across the AP function, ensuring controls are consistently applied and updated in line with business needs.&nbsp;</p>

<p><strong>Key Responsibilities &amp; Detailed Tasks</strong>&nbsp;</p>

<p><strong>Daily Oversight</strong></p>

<ul>

<li>Monitor and manage the invoice processing queue, ensuring workload is appropriately distributed across the AP team.&nbsp;&nbsp;</li>

<li>Review invoices processed by juniors to confirm accurate coding, correct entry, and compliance with internal policies. Review and approve invoices above delegated approval limits and oversee urgent or priority vendor payments.&nbsp;&nbsp;</li>

<li>Respond to escalated vendor queries in a professional and timely manner.&nbsp;&nbsp;</li>

<li>Conduct duplicate invoice checks prior to approval and ensure all required departmental signoffs are obtained.&nbsp;&nbsp;</li>

<li>Review and action any blocked invoices to prevent payment delays.&nbsp;</li>

<li>Review and update cashflow forecast&nbsp;</li>

</ul>

<p><strong>Team Management&nbsp;</strong></p>

<ul>

<li>Allocate invoice processing workloads across AP juniors in line with volumes and deadlines.&nbsp;&nbsp;</li>

<li>Review daily productivity and manage backlog to ensure timely processing.&nbsp;&nbsp;</li>

<li>Provide hands-on guidance to juniors on complex or non-standard invoices. Deliver training on AP policies, procedures, and systems, and conduct regular error reviews with constructive feedback.&nbsp;&nbsp;</li>

<li>Ensure appropriate team coverage is maintained during periods of leave or absence.&nbsp;</li>

</ul>

<p><strong>Payment Control&nbsp;</strong></p>

<ul>

<li>Review and approve daily and bi-weekly payment runs, ensuring accuracy and adherence to agreed payment terms.&nbsp;&nbsp;</li>

<li>Verify vendor bank details against Maconomy prior to making payments to new vendors, in line with fraud control procedures.&nbsp;&nbsp;</li>

<li>Scrutinise large or unusual payments and confirm that all supporting documentation is attached before processing.&nbsp;&nbsp;</li>

<li>Ensure any identified duplicate payments are identified and voided promptly.</li>

</ul>

<p><strong>Vendor Management</strong></p>

<ul>

<li>Approve new vendor setup requests and oversee changes to vendor bank details as part of the fraud control framework.&nbsp;&nbsp;</li>

<li>Review and resolve vendor disputes escalated by AP juniors.&nbsp;&nbsp;</li>

<li>Monitor aged payables and overdue invoices, proactively engaging with key vendors where required to manage relationships and resolve outstanding balances.&nbsp;</li>

</ul>

<p><strong>Weekly Controls&nbsp;</strong>&nbsp;</p>

<ul>

<li>Review the AP aging report on a biweekly basis, identifying and addressing overdue or unusual balances.&nbsp;&nbsp;</li>

<li>Monitor invoices pending approval and follow up with relevant stakeholders.&nbsp;</li>

<li>Review and resolve unmatched purchase order and invoice issues (PO Tracker)&nbsp;</li>

<li>Ensure vendor statement reconciliations are completed accurately and on schedule. </li>

</ul>

<p><strong>Month-End Responsibilities</strong></p>

<ul>

<li>Ensure all invoices for the period are posted prior to the AP close deadline.&nbsp;&nbsp;</li>

<li>Review and prepare accruals for any missing or unposted invoices.&nbsp;&nbsp;</li>

<li>Investigate and resolve unusual balances or adjustments on the AP ledger.&nbsp;&nbsp;</li>

<li>Provide commentary and support to the finance team for month-end reporting and ledger reviews, ensuring all AP close deadlines are met.&nbsp;</li>

</ul>

<p><strong>Compliance &amp; Fraud Controls</strong></p>

<ul>

<li>Monitor manual journal entries posted to the AP ledger and ensure appropriate authorization is in place.&nbsp;&nbsp;</li>

<li>Conduct regular random checks on invoices processed by juniors to verify accuracy and compliance with internal controls.&nbsp;</li>

</ul>

<p><strong>Process Improvement</strong></p>

<ul>

<li>Identify and analyze recurring errors or processing delays, implementing targeted solutions to address root causes.&nbsp;&nbsp;</li>

<li>Review and improve invoice approval workflows to increase efficiency and reduce bottlenecks.&nbsp;&nbsp;</li>

<li>Identify and propose automation opportunities within the AP function.&nbsp;&nbsp;</li>

<li>Maintain and update AP procedures documentation to reflect current processes and policy changes (Expense &amp; PO Policies)&nbsp;&nbsp;</li>

</ul>