Part Time Accounts Payable (AP) & Admin Assistant (6m Fixed Term) presso Pirate

PIRATE.COM

Pirate is seeking an AP and Admin Assistant to support the Finance Team in managing all supplier communication, and ensure timely and accurate posting of everything accounts payable related. This role is responsible for processing and managing the accounts mailboxes including responding to stakeholder queries, and booking all incoming invoices and employee expenses. The role also includes managing the expenses system, supporting the overhaul of vendor selection and management, and supporting finance system improvements including procurement and invoice workflows. This is a part time role of 20 hours per week for an initial term of 6 months.

What you'll be working on

• Manage Accounts Inboxes for all regions (UK, Ireland, US and Germany) ensuring all stakeholder queries are dealt with in a timely manner; build and maintain good working relationships with suppliers.
• Forward all invoices to PO system or accounting software and ensure correct posting of all invoices for all regions. 
• Set up new suppliers in Zahara, Xero and Airwallex as required.
• Review and verify purchase orders (Zahara and AIrwallex) for accuracy, proper approvals, and appropriate documentation.
• Support the potential rollout of a Purchase Order (PO) and No PO No Pay process, contributing input on workflows, testing, and training.
• Reconcile accounts payable transactions and resolve invoice discrepancies.
• Clean up and rationalize the vendor list within Xero, ensuring duplicates are removed and records are up to date and complete.
• Oversee the employee expense process, including auditing claims, ensuring compliance with company policies, and processing reimbursements; verify that expense reports are accurate and complete.
• Reconcile expenses from Pleo to Xero.
• Manage Company Card monthly limits and ad hoc requests.
• Complete weekly Out of Pocket expense reimbursements (currently from Pleo and Airwallex).
• Proactively identify and implement improvements to the expenses process and system to enhance efficiency, compliance, and user experience.
• Support weekly cash management with Financial Controller and Finance Director, providing visibility of chasing suppliers, upcoming and late payments and cash flow impacts.
• Assist with month-end closing and financial reporting.

Who we are looking for..

A process driven individual who seeks efficiency whilst maintaining a superior level of accuracy.  A commercial brain who understands the importance of these processes and can relay this to the rest of the business. An expert in this field with an eye for detail, who is proactive and productive, and not afraid to not only put forward suggestions for improvement, but also implement those improvements.

Essential

• 3+ years experience in accounts payable or a similar finance/ admin role.
• Proactive and highly organised; the ability to work on own initiative and prioritise and summarise; excellent attention to detail.
• Strong communication skills to other members of the finance team, business and suppliers.
• Experience working with Xero or comparable accounting software.
  Experience working an expense system (e.g. Pleo).
• Familiarity with purchase order (PO) systems and invoice approval workflows (preferred).
• Experience of evaluating and monitoring financial processes and systems and recommending improvements where needed.

Desired

• Experience leading projects rolling out new processes such as vendor onboarding or PO systems.
• Involvement in financial close and cash flow support.
• Experience working in a property rental business is preferred but not essential.
• Experience working at a startup, investor based environment is preferred but not essential.

What’s in it for you?

An annual salary of £20,000 for 20 contracted hours per week.

Alongside that we offer:

• Free Studio Hours 
• 33 days annual leave, increasing to 36 days with length of service (inclusive of bank holidays& pro-rated equivalent)
• 2 Duvet days – to press the pause button and reset mentally, no questions asked.
• 4 weeks of fully paid sick leave 
• 26 weeks of fully paid maternity, adoption and surrogacy leave with a staggered return to work 
• 8 weeks of fully paid paternity leave with a staggered return to work.
• 8 days fully paid leave for each fertility treatment cycle (IVF)
• 4 weeks of fully paid Pregnancy Loss leave
• Work from anywhere for 30 days a year
• 24/7 Virtual GP & EAP
• Dental cover
• Life insurance , online will writing service & income protection
• The YuLife App &Stella subscription
• Cycle to work scheme
• Nursery benefit scheme

We are looking to fill this position quickly, so if you’re interested, apply today!

Equal For All

At Pirate, we strive to break down barriers for people of all backgrounds, and it’s no different for our team. Equal opportunity, inclusivity and diversity are celebrated here. This means we treat people fairly, regardless of age, disability, gender identity or expression, pregnancy and maternity, marital status, race, religion or sexual orientation.