Our client is an international law firm with a diversified business practice. The firm is one of the largest grossing law firms in the US and globally and its lawyers represent a wide range of commercial, industrial, and financial enterprises, both publicly and privately held.
The Accounts Payable Administrator is responsible for maintaining the integrity of the purchase ledger and client disbursements and posting vendors purchase invoices, preparing and posting payments in both the banking and accounting systems. This position requires interactions with budget holders and approvers and works under minimal supervision and relies on experience and judgment to plan and accomplish goals.
Responsibilities
- Maintain invoice log register on excel.
- Send invoices to Partner/Manager for approval and correct coding.
- Ensure all invoices are returned promptly and follow up if not.
- Forward invoices for additional approval as requested (to US).
- Prepare PDF documents so invoice copies and relevant approval can be uploaded via Expert AP.
- Entry of invoices on Expert AP once approved.
- Process travel invoices and reconcile supplier’s statement on a weekly basis.
- Logging the invoices on the register.
- Send invoices to relevant Partner/Manager for approval and correct coding.
- Ensure all invoices are returned promptly and follow up if not.
- Entry of invoices on Expert AP once approved.
- Arrange payment by due date.
- Prepare soft disbursement recharge for all intercompany office expenses.
- Reconcile intercompany disbursement accounts.
- Review and reconciliations of vendor statements upon receipt
- Ensure all invoices listed are posted on Expert AP.
- Follow up with vendors for any invoices not posted in Expert AP.
- Processing/posting of bi-monthly BACS runs
- Prepare aged creditors report via Excel for review by the Director of Finance.
- Create payment schedule via Expert AP following review of aged creditors report.
- Generate txt file for import of payments via Lloyds Commercial Banking.
- Setting up International payments via Lloyds commercial Banking when required.
- Any other urgent payments required throughout the month (CHAPS, Faster payments)
- Setting up new vendors in Aderant with correct jurisdiction and VAT codes.
- Setting up new bank details in Lloyds Commercial Banking.
- Updating the vendors when necessary to ensure we hold the correct bank details, company details at all times.
- Covering some of the Legal Cashier duties when absent
- Liaise with Chambers to request Counsel Fees VAT Receipts.
- Review daily expense reports for approval in Chrome River to ensure coding is correct and firm policies are adhered to.
- Prepare payment of Expense Reports daily as approval received from US by uploading file into banking system.
- Assist the Director of Finance and Accounting & Finance Manager as required.
Candidate Profile
- At least two (2) years of experience in Aderant in the most recent job.
- Understanding of VAT and UK tax requirements preferred but not essential.
- Excellent working knowledge of Excel.
- Resilience and ability to thrive in a high-pressured environment.
- Able to work independently and part of a team
- Proactive and strong problem-solving skills
Important Notice
It is Career Legal’s policy, as a matter of courtesy, to respond to all applications within three working days. However, because of the volume of applications, we are sometimes unable to respond to individual candidates. If we have not contacted you within three working days your application has been unsuccessful and your details have not been retained. Please apply for any other position that you may see in the future. Thank you.
Career Legal is a Recruitment Agency and is advertising this vacancy on behalf of one of its clients.
