Senior Accounts Payable Assistant (Maternity Cover)

POSITION: SENIOR ACCOUNTS PAYABLE ASSISTANT

DEPARTMENT: ACCOUNTS PAYABLE

LOCATION: HERSHAM

REPORTS TO: ACCOUNTS PAYABLE MANAGER

PURPOSE OF THE ROLE

• Maintenance and processing of the A/P invoices for LVMH Beauty companies.
• Maintain the supplier database
• Process expenses
• Complete the store recharges and manage agency invoices
• Responsibility for a specific ledger

MAIN RESPONSIBILITIES

Accounts Payable

• Log invoices received onto SAP and AX Microsoft Dynamics Circa – circa 800 invoices per month
• Distribute for authorisation where required, follow up until conclusion.
• Maintain parked invoice lists (sent out twice monthly) and debit balances tracking documents.
• Assist with coding of invoices where necessary.
• Process payment runs – multiple payment runs run twice a week
• Monitor verification system CEGEDIM, initiate workflows to resolution.
• Clear payments made via Direct Debit on SAP and Microsoft Dynamics.
• Identify continuous improvements within AP department.
• Assistance on other brands bought ledgers when necessary.
• Produce and submit Dior payment practice report to HMRC.
• Run reports for DPO’s, Aged Creditors and KPI’s for reports sent to HQ.
• Post payments to vendors on SAP and AX Microsoft Dynamics, using the automatic payment program, creating and sending remittance advice notes.
• Perform Supplier statement reconciliations monthly.

LVMH Supplier Database

• Maintain supplier database, creation, amendment and classification – there are currently circa 800 active vendors on the database.
• Audit of supplier database.
• Provide a point of contact for suppliers and employees for queries.

Expenses Processing

• Process employee expenses claims, reviewing VAT treatment, financially accurate and are in line with the LVMH Beauty travel and expenses procedure.
• Setup of employee vendor accounts on SAP and AX and CONCUR profiles, including being the point of contact to resolve any employee queries
• Provide CONCUR training for employees throughout the year at regular intervals
• Process payments to employees via CHAPS, twice a week.

Agency and Store Recharges

• Process staff recharges to stores, creating invoices and posting them on SAP monthly.

POSITION WITHIN THE ORGANISATION

Internal: Finance Department

External: Suppliers – All Brands PERSON SPECIFICATION

Profile

Excellent team player

Excellent Analytical Skills

Quick Thinking, calm under pressure, helpful and willing to deal with queries

Must have a sense of urgency, be prompt and dynamic in a fast changing environment

Good Time management skills

Detail conscious

Good Telephone Manner

Key Competencies/Technical Skills

Strong organisational skills

Acute attention to detail

Able to deal with ambiguity

Good knowledge of Microsoft office (e.g. Excel, Word, Powerpoint)

Ideally has previous knowledge of SAP and AX Microsoft Dynamics

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