AP Accounts Assistant

About VIRTUS

VIRTUS Data Centres is the UK’s fastest-growing data centre provider which owns, designs, builds and operates the country’s most efficient and flexible data centres.

In May 2023 we announced our plans to expand into continental Europe, with our first data centre due to open in Berlin in 2026, to be quickly followed by two full campuses and expansion into other countries in the pipeline.

Our purpose is to serve humanity by being an active, positive participant in the 4th industrial revolution. When we talk about our purpose, we refer to our customers’ customers; the child playing a computer game, the person watching their favourite movie, booking a medical appointment, a plane ticket, a hotel or doing their online banking; those things can’t be done if we don’t do our job.

Our mission is to consistently exceed the expectations of customers through innovative, high-quality solutions and services. We employ intelligent thinkers – people with positive attitudes, who add to the quality of our customer proposition and business.

We value individual endeavour and initiative and encourage teamwork and togetherness because collective experience and expertise are VIRTUS’ greatest strengths.

Job Summary

The role of an AP Accounts Assistant at VIRTUS is to provide support across all stages of the Accounts Payable process to ensure that all supplier invoices and queries are dealt with fully and accurately in a timely and effective manner.

Duties and Responsibilities

• Core invoice and supplier responsibilities to ensure:
• Timely processing of supplier set up templates and accurate creation and maintenance of supplier master data.
• Regular monitoring of the AP mailbox.
• Confirming supplier bank details for payments in accordance with Finance policies.
• Posting of purchase invoices to SAP using the ABBYY system, monitoring all exception arising and resolving on a timely basis through effective follow-up within the Finance team and with the wider business.
• Uploading processed invoices to the suggested payments report file for inclusion in the twice-monthly payment runs.
• Setting up other ad-hoc payments.
• Reviewing and approving expense claims ensuring correct documentation, information and VAT applied. Answering any employee queries with expense claims.
• Processing expense claims for payment in payment run.
• Reconciling supplier statements and resolving AP queries.
• Achieving core KPIs required re invoice processing.
• Act as first point of contact for all AP queries both internal and external.
• Reviewing and approving all purchase order requests ensuring correct information is provided and all required documentation is attached.
• Month end tasks such as preparation of bank reconciliations and trade payables balance sheet reconciliation.
• Assisting purchasers within the business as required with queries relating to raising purchase orders or logging receipt of goods/services against those POs.
• Running monthly training sessions for wider business on purchase requisitions and purchase order requests.
• Sorting out incoming and outgoing daily post and answering any queries arising.
• Answering any incoming calls relating to accounts payable, resolving supplier queries in a professional manner.
• Maintaining AP process and controls documentation, including assisting with the regular testing and verification of key AP controls for SOX purposes.
• Assisting with tasks relating to year-end and internal audit.
• Posting and reconciling monthly credit and corporate card transactions.
• Processing Standing Order and Direct Debit payments and maintaining accurate records.

Any other reasonable requests made by your line manager.

What success looks like in 12 months’ time:

Proving to be a reliable and conscientious Team Member within the newly specialised AP Function within VIRTUS to ensure future SOX compliance readiness. This would involve meeting all KPI targets with respect to invoice processing times and ensuring the AP Function as a whole can ensure all suppliers are paid within a timely manner within the agreed contract terms to maintain strong trusted relationships with all suppliers.

Person Specification

• AAT qualification and/or studying towards ACCA or CIMA
• Ability to work independently and as part of a team.
• Educated to A-level standard.
• Educated to degree level.
• Excellent communication skills and ability to resolve queries efficiently.
• Previous experience in an accounts payable role working with a high volume of transactions.
• Proficiency in using accounting software ideally SAP and Microsoft Excel.
• Willingness to learn.

In line with VIRTUS’ Vetting Policy, the successful applicant must be willing to undergo a

BS7858 screening process.

Additional Information

This is a hybrid role, with weekly travel into central London required and some occasional travel to data centres based west of London.

Remuneration package and benefits:

• Private healthcare
• Pension contribution scheme
• Eye and dental care benefit
• Discretionary bonus
• Income Protection
• Life Assurance
• Cycle to work scheme
• Annual travel card loan
• Tech Scheme
• Electric car scheme
• Workplace extras - Byond card and Extras discount

VIRTUS is an equal-opportunity employer. As part of our commitment to fight for equality, we work to ensure a fair and consistent interview process. We celebrate diversity and we are committed to an inclusive work environment.

We reserve the right to close this post for applications should sufficient applications be received.