Accounts Payable Assistant

We are Brainlabs, the High-Performance media agency, on a mission to become the world's biggest and best independent media agency. We plan and buy media that delivers profitable and sustained business impact. And what’s our formula? Superteams of Brainlabbers, fueled by data and enabled by technology.

Brainlabs has always been a culture-first company. In fact, from the very beginnings of the agency a set of shared principles, philosophies and values was documented in The Brainlabs Handbook, helping us create our unique culture.

As with everything here we always seek to adapt and improve so The Brainlabs Handbook has been fine-tuned to become The Brainlabs Culture Code.

This Culture Code consists of 12 codes that talk to what it means to be a Brainlabber. It’s a joint commitment to continuous development and creating a company that we can all be proud of, where Brainlabbers can turn up to do great work, make great friends and win together.

You can read The Brainlabs Culture Code in full here.

Role type: Full Time

Team: UK Finance

Reporting to: UK Financial Controller

Location: London

What's the role 

We are looking for a proactive and detail-oriented Accounts Payable & Overhead Assistant to join our Finance team. The ideal candidate will be responsible for the end-to-end accounts payable process, from invoice booking to payment processing, as well as maintaining accurate records, handling vendor queries, and supporting month-end closing activities. This role requires a strong understanding of VAT, banking procedures, and financial reconciliations.

What this job is: 

• A key part in supporting our efforts to build a fast-paced, dynamic finance team at Brainlabs 
• A chance to wow our clients by using strong organisational skills and maintaining accurate financial records on their behalf
• An opportunity to be a part of growing company that values culture and diversity

What this job isn’t: 

• Solitary - You will work as an integral part of the UK finance team as well as the group finance function across the globe.
• Boring! - This is a fast-paced industry. We have a high volume of New Business deals in our pipeline and this job will play an important role when those deals are won.
• Micro-managed - Upon training, you will be trusted to fulfill your roles and responsibilities and to give 110% into helping the future growth of Brainlabs.

What you do 

Invoice & Banking Operations

• Review and process supplier invoices for three entities, handling approximately 800 invoices per month, ensuring accurate coding, VAT treatment, and classification (expense/prepayment)
• Ensure accurate VAT treatment and compliance with tax rules
• Prepare weekly payment run files for review by the Financial Controller
• Prepare weekly cash flow data inputs for FC review
• Load payments into the bank, ensuring accuracy and approvals
• Manage day-to-day banking and cash reconciliations 
• Oversee employee expense management through Rydoo, ensuring timely review and accurate recording of expenses

Vendor Management

• Maintain supplier records and ensure timely communication
• Resolve vendor issues and payment queries professionally and efficiently
• Reconcile AP balances and vendor statements monthly

Reporting & Month-End Support

• Prepare month-end overhead and direct cost files
• Preparation of balance sheet reconciliations: accruals and prepayments schedules

Other Responsibilities

• Support audit preparation and respond to queries
• Collaborate with AR and media teams on reconciliations as needed
• Assist in preparing any ad hoc financial reports or analyses as required.

Who you are

• You'll be a self starter who is motivated to meet deadlines, bringing a collaborative, positive and solution focussed mindset to your work. 
• Minimum 3 years’ experience in a finance role, with hands-on exposure to:
• Strong organizational skills and the ability to manage multiple priorities and deadlines.
• High attention to detail — accuracy is critical in this role.
• Solid Excel or Google Sheets skills, plus a willingness to learn and work with new technology platforms.
• A good understanding of UK VAT regulations and compliance requirements.
• Someone who demonstrates alignment with our company values and is a strong cultural fit.

How you succeed

Your primary metric to success is the ability to produce accurate reconciliations within the month-end reporting timelines as well as by maintaining accurate cash-flow analysis throughout the month.

 

What happens next?

We know searching for a job is tough and that you want to find the best career and employer for you. We also want to ensure that this position is the best fit for both you and us. Therefore, you will participate in a comprehensive interview process that includes skills interviews with our team. The goal of this process is to allow you to get to know us as we learn more about you.

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Brainlabs actively seeks and encourages applications from candidates with diverse backgrounds and identities. We are proud to be an equal opportunity workplace: we are committed to equal opportunity for all applicants and employees regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion, or belief, and marriage and civil partnerships. If you have a disability or special need that requires accommodation during the application process, please let us know!

Please note that we will never ask you to transfer cash or make any other payment to us in order to apply for a role or to work for Brainlabs. Any such asks are fraudulent and should be reported to the appropriate authorities in your area.