Accounts Payable Administrator

What’s the role?

We are seeking a detail-oriented and organized professional to support our Accounts Payable operations across Gen II's European offices. Reporting to the Accounts Payable & Cost Control Manager in Southampton, you will handle day-to-day invoice processing, vendor management, and payment execution while ensuring accuracy and compliance with our control frameworks.

This role provides excellent exposure to finance operations, accounting systems, and multi-jurisdictional fund administration. As a core member of the AP team, you will work across Southampton, London, Luxembourg, Jersey, Ireland, and Guernsey to maintain accurate payables records, support month-end close activities, and contribute to continuous process improvements. Your meticulous attention to detail and commitment to accuracy will be essential to maintaining the financial integrity of our European operations.

This is an ideal role for someone seeking to build a career in fund administration finance, with opportunities to develop technical accounting knowledge, ERP expertise, and process improvement skills under the guidance of an experienced finance leader.

What you’ll be doing

Accounts Payable Processing & Execution

• Process invoices through the complete AP cycle: receipt, verification, three-way matching (PO, receipt, invoice), and approval
• Maintain accurate vendor master data in Microsoft Dynamics 365 F&O; add new vendors and update vendor information as needed
• Code invoices to appropriate cost centres and GL accounts; ensure coding accuracy and compliance with chart of accounts
• Process invoice corrections, debit memos, and credit notes; resolve invoice discrepancies and payment exceptions
• Prepare and process payment runs on schedule; arrange payments via bank transfer, ACH, or other methods
• Reconcile vendor statements to subledger; investigate and resolve variances
• Maintain vendor files and supporting documentation in accordance with company policies and audit requirements

Month-End & Reporting Support

• Support month-end close activities: prepare AP accruals, cut-off reviews, and AP subledger reconciliations to GL
• Assist with preparation of AP aging reports and other financial reports for management review
• Reconcile bank transactions to recorded AP payments; investigate and resolve discrepancies and timing differences
• Support invoice and expenditure tracking across multiple jurisdictions and offices (UK: Southampton, London; Europe: Luxembourg, Jersey, Ireland, Guernsey)
• Prepare analysis and backup documentation for audit and review purposes
• Assist with intercompany payables reconciliations across all Gen II UK and European entities

Vendor & Payment Management

• Respond to vendor and stakeholder inquiries regarding payment status, invoices, and account balances
• Process and resolve payment disputes and escalate complex issues to management
• Monitor SLAs for invoice processing and payment timelines; identify bottlenecks
• Support vendor on-boarding activities, including setup in ERP system and documentation collection

Systems & Controls Support

• Execute AP control procedures including approval workflow checks and segregation of duties
• Follow established AP policies and procedures; flag any deviations or control issues to management
• Assist with system updates and process changes in Microsoft Dynamics 365 F&O
• Learn and support new automation initiatives and system enhancements
• Maintain organized filing systems (physical and digital) for all AP documentation

Team Support & Development

• Assist the AP & Cost Control Manager with administrative tasks and projects
• Collaborate with colleagues on shared AP responsibilities; support coverage during peak periods
• Participate in process improvement initiatives; contribute ideas for efficiency and accuracy enhancements
• Seek training and development opportunities to build technical and financial skills
• Support ad-hoc finance projects and analysis as requested

The ideal background for this role

• A finance background or degree in Finance, Accounting, Business Administration, or related field
• 2-4 years' experience in Accounts Payable, General Ledger, or similar accounting operations roles
• Experience in financial services, fund administration, or professionally regulated environments
• Hands-on experience with Microsoft Dynamics 365 Finance & Operations (F&O), SAP, NetSuite, or comparable ERP systems
• Working knowledge of UK accounting standards (FRS 102) and/or IFRS; understanding of accrual accounting principles
• Proficiency with three-way matching, PO-to-payment processes, and AP control procedures
• Strong Excel skills; experience with financial data analysis and reconciliation
• Experience with month-end close activities and financial reporting support
• Ability to communicate in French would be beneficial in supporting Luxembourg suppliers

Unique role requirements

• Exceptional attention to detail; commitment to accuracy in high-volume, fast-paced environments with competing deadlines
• Strong organizational and time management skills; ability to prioritize and manage multiple invoices and vendors simultaneously
• Problem-solving mindset; ability to investigate discrepancies and resolve issues independently
• Comfort with technology and systems; willingness to learn new ERP functionality and adapt to process changes
• Clear written and verbal communication skills; ability to explain issues and requests clearly to vendors, team members, and management
• Collaborative team player with strong interpersonal skills; ability to work effectively with peers and management
• Dependable and reliable; commitment to meeting deadlines and maintaining data integrity
• Proactive approach to identifying errors or control gaps; willingness to escalate issues appropriately
• Growth mindset; enthusiasm for learning accounting concepts, fund administration, and developing technical finance skills
• Ability to work in a multi-jurisdictional environment supporting UK and European offices (Southampton, London, Luxembourg, Jersey, Ireland, Guernsey)
• Professional approach to vendor relationships and confidential financial information

Role Location/Hybrid Schedule

This role is based in our Southampton office and supporting our European and UK operations (London, Southampton, Luxembourg, Jersey, Ireland, and Guernsey). Periodic travel to support month-end close activities and year-end procedures may be required. Although the nature of most roles within Gen II cannot be classed as totally flexible, there is scope in some cases for hybrid working. The different ways in which hybrid working can be undertaken are dependent on the demands and needs of the business, team deliverables, and circumstances.