Accounts Payable Assistant

About IONATE and the Role

IONATE, a deep-technology scale-up based in London, is pioneering the technology infrastructure for intelligent electricity grids. Our finance department is currently seeking a dedicated Accounts Payable Assistant to join the London team on a full-time, hybrid working basis.

This role involves managing purchase ledger activities with an emphasis on supporting both our UK and Austrian branches. You will collaborate closely with the AP Supervisor and Financial Controller to ensure timely, accurate supplier payments and maintain audit-ready financial records.

Key Responsibilities

• Manage the complete accounts payable process, from invoice receipt and coding to approvals, posting, and supplier payments.
• Serve as the primary contact for supplier and internal queries related to accounts payable, addressing issues promptly and courteously.
• Process purchase invoices and credit notes using ExpenseIn and Xero accounting systems, handling multi-currency transactions and ensuring correct VAT and tax treatment.
• Oversee employee expense claims and company credit card usage, ensuring adherence to policies and precise recording.
• Maintain and manage the purchase order system by raising POs for committed expenses, obtaining necessary approvals, and reconciling POs with invoices.
• Prepare weekly and ad-hoc payment runs, ensuring all payments have appropriate approvals and comply with supplier payment terms.
• Conduct reconciliations of supplier accounts and statements, investigating and resolving aged items, duplicates, and unmatched transactions.
• Perform bank reconciliations and assist with month-end closing procedures relevant to accounts payable.
• Manage the finance department's shared mailbox, prioritizing inquiries and ensuring audit trails are complete and clear.
• Support supplier master data onboarding and maintenance, including bank details management consistent with internal controls.
• Handle HMRC customs reporting and payments concerning import taxes on purchased supplies.
• Provide input and documentation for financial reporting and audit purposes and contribute to ongoing process improvements.

Candidate Requirements

• Demonstrable experience in purchase ledger or accounts payable roles, familiar with the entire AP cycle.
• Ability to thrive in a fast-moving, small team environment.
• Excellent verbal and written communication skills.
• High accuracy and attention to detail in transaction processing.
• Strong organizational skills with the ability to prioritize tasks and meet strict deadlines, including payment run schedules.
• Experience with invoice, expense, and payment processing.
• Comfortable using accounting software, with mandatory experience using Xero.
• Proficient in intermediate Excel functions such as pivot tables and lookups, confident handling numerical data.
• Professional and supportive approach in resolving stakeholder and supplier queries.

Desirable Skills

• Knowledge of ExpenseIn or similar expense and invoice management platforms.
• Exposure to multi-currency financial processing and familiarity with import duty and customs paperwork.

Benefits and Perks

• Participation in an Employee Option Plan granting equity ownership in IONATE, aligning your success with the company’s growth.
• Immediate access to comprehensive private medical and dental insurance for you, with options to include dependents via Bupa.
• Flexible and sustainable company pension scheme to support your future planning.
• Annual professional development budget and structured career growth with team goal setting.
• Hybrid working with three days a week in our modern West London office and flexible work-from-home options.
• Cycle to Work Scheme encouraging environmentally friendly commuting.
• Additional two days of paid leave annually to accommodate environmentally friendly, slower travel alternatives.