Accounts Payable Assistant

Withers

Job title: Accounts Payable Assistant

Location: London

What are we looking for?

We are seeking a personable and dependable Accounts Payable assistant to become a valued member of our welcoming team. The ideal candidate will have three years or more of AP experience, preferably using 3E. This opportunity is well-suited for a proactive and capable individual who enjoys working in a dynamic, fast-paced environment and is enthusiastic about contributing to our team's success.

The candidate will have experience with reconciling counsel fees and third-party payments, with a good understanding of the legal billing process for these.

Areas of focus and responsibilities

• Process office costs, client costs, and disbursements efficiently using Emburse Invoice and Expenses (formerly Chrome River) and 3E accounting software.
• Manage and process a high volume of Counsel and Expert invoices, ensuring accuracy and timely completion, particularly at month end.
• Reconcile and record third-party invoices, maintaining accurate AP ledgers by regularly reconciling third-party statements in 3E.
• Handle daily uploads of property searches and post soft costs such as special delivery and courier charges.
• Process daily Client Paid disbursement payments, ensuring correct allocation and compliance with internal controls.
• Address and resolve queries from internal stakeholders and external suppliers in a prompt and professional manner.
• Liaise with the Billing Supervisor to report and resolve third-party refunds and corrections as required.
• Ensure strict adherence to VAT regulations and Solicitors Accounts Rules in all Accounts Payable activities.

This list of duties and responsibilities is not exhaustive.  It is intended to describe the general content of, and requirements for the performance of this job, and as such, the role may also include the undertaking of additional tasks as required.

Technical experience required

• Education to minimum 5 GCSE (or equivalent) grade 'C' or above
• A minimum of 3 years AP experience in a professional services firm, ideally a law firm, using 3E or a similar accounting package
• Legal Billing Knowledge

Skills and attributes

• A good communicator with high levels of interpersonal skills
• Organised and accurate with good attention to detail
• Uses initiative
• Adaptable
• Demonstrable team player, with flexible attitude and approach to work and work colleagues
• Calm and works well under pressure
• Flexible and willing to work extended hours as and when required (particularly at month end peak billing time)

The Essentials

• 9.30am to 5.30pm but flexibility is a must
• Hybrid working policy with a minimum of 2 days per week worked in the office
• 4 week probation period
• 4 week notice period
• Flexible benefits package including pension, private medical, season ticket loan, subsidised gym memberships, lifestyle discount scheme, on site café.

About Withers 

A law firm focused on people, performance, and collaboration.

For the past 125 years, we have supported some of the world’s most remarkable people and organizations at defining moments in their lives.

As the global private client firm, we are trusted advisors to families, founders, fiduciaries and businesses – and more than this, to governments, charities and financial institutions. We structure, grow and preserve capital. We protect reputations and relationships, ideas and innovations. We secure our clients’ legacies across generations. We are united in our commitment to integrity, quality and collaboration. We have a culture of high performance and deliver excellent service consistently across the firm. We provide tailored solutions built on trust and partner with our clients to achieve their goals.

Many of our clients are shaping the future, and creating solutions to tackle many of the world’s problems. It makes for a fascinating and challenging practice. Our role is to get to know each individual client, find out where they want to be, and help them to get there – whether they are building a business, buying a home or protecting and defending their interests. To meet their unique needs we are exceptionally collaborative, working together across teams and time zones. And we are agile – focusing on strategy rather than rigid ideas and traditional hierarchy.

We are delighted that we have been awarded Mansfield Certification Plus in relation to our recruitment and leadership progression efforts in the US and UK. This certification is an encouraging milestone as we continue to champion diversity within our organization and in the wider legal sector.

Join us to be part of a team that is always looking to the future. Where initiative, big ideas and bold moves are always encouraged. Where you can truly be yourself.

Information for Recruitment Agencies

Withers endeavours to recruit and fill vacancies directly. However, when we do need to engage with agencies, Withers operates a preferred supplier list and will not be accepting unsolicited applications from non-PSL agencies for this role.

Equal Opportunities Employment Statement 

It is the policy of Withers to provide equal opportunities for all employees in relation to recruitment, training and promotion. Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of ethnic origin, religion, sex, age, sexual orientation or disability.