Accounts Payable Administrator

This posting is for hourly paid logistics employees to apply through.

Ocado Group is an equal opportunities employer and as such makes every effort to ensure that all potential employees are treated fairly and equally, regardless of their sex, sexual orientation, marital status, race, colour, nationality, ethnic or national origin, religion or belief, age, or disability or union membership status. 

About Us

Our teams are putting the world’s retailers online using the cloud, robotics, AI, and IoT. We provide services to partner clients globally via our innovative advanced robotics technology, known as the Ocado Smart Platform ("OSP"), this drives our highly automated, multi-million pound Customer Fulfilment Centres (CFCs). In our CFCs - together with the proprietary software applications - we operate a world-class online grocery business that automates the single pick of products, ready for your online delivery.

About the role

As a key member of the Accounts Payable team, you will be responsible for maintaining the effectiveness of day-to-day AP operations. This includes ensuring that all supplier invoices are accurately entered into the financial system in a timely manner and that payments are processed in line with agreed supplier terms. You will also oversee the resolution of queries from both suppliers and Ocado employees, ensuring all responses are delivered within the defined Service Level Agreement (SLA). In addition to managing core AP tasks, you will contribute to identifying opportunities for process improvements and operational efficiencies. Throughout your work, you will be expected to uphold compliance by ensuring all key control processes are consistently followed.

Accountabilities

• Processing a high volume of Purchase Order invoice transactions in an accurate and timely manner in accordance to the agreed Service Level Agreement (SLAs).
• Reviewing and processing a high volume of staff expenses in an accurately and timely manner in accordance to the agreed SLA’s.
• Responsible for the invoice matching process and managing any mismatches or discrepancies through the financial system that have been identified.
• Monitor the inboxes associated with Accounts Payable daily, for all invoices submitted via email, to ensure all service levels are being adhered to.
• Regularly following up on invoices processed but not approved, ensuring all invoices comply with the contractual payment terms.
• Reconcile all supplier statements received into the department and resolve outstanding queries where appropriate.

• Contributes to team initiatives outside of own role and supports other areas within the department as required e.g. generating payments and assisting on the Helpdesk.

Payments Process

• Processing of all weekly BACS runs, CHAPS and foreign payments for Ocado Group. Ensuring they are carried out in a timely, secure, controlled and accurate way, in accordance with agreed policies and procedures.
• Entering manual payments and ensuring all forms are completed accurately.
• Checking all payments for accurate and up to date information, as well as ensuring invoices are processed correctly and receipted / approved in accordance to the supplier payment terms.
• Reconciling control accounts relating to the expenditure processing function on a daily / weekly basis.
• Contributes to team initiatives outside of own role and supports other areas within the department as required e.g. processing invoices and assisting on the Helpdesk.

Helpdesk Process

• Maintains levels for support to end users of the financial system by ensuring all calls are responded to all emails are resolved within the agreed SLA’s, ensuring user satisfaction.

About you

• Previous knowledge and skills within an Accounts Payable department, in a high volume processing environment
• Proven experience in financial application software packages (ideally Oracle Fusion)
• Able to identify and solve any issues/ discrepancies which arise using own judgement. Proactively seeks to find solutions in existing practices
• Able to manage own workload with direction provided by the Accounts Payable Manager or Global Finance Operations Manager
• Approachable - act as the first point of contact for people within Ocado and also external suppliers.
• Good communication skills, with the ability to work with and influence customers to follow established processes
• Good IT skills (e.g. Excel, Oracle Fusion)
• Keen attention to detail - recording of financial information requires a diligent approach to accurate reporting of data.
• The ability to work effectively as part of a team and form good working relationships
• Analytical approach to data with problem solving skills, a logical approach, and an enquiring mind.

What we offer you

Our employee benefits are designed for you, we care about people and we have ensured we have a wealth of benefits that focus on your well-being. We regularly review our benefits to ensure we are supporting our employees appropriately.

• 30 days ‘working from anywhere in the world’ policy 
• Wellbeing support through dedicated apps and an Employee Assistance Programme 
• 25 days annual leave, rising to 27 days after 5 years service (plus optional holiday purchase)
• Pension scheme (various options available including employer contribution matching up to 7%)
• Generous Private Medical Insurance (within the first month of joining!)
• Income Protection (can be up to 50% of salary for 3 years) and Life Assurance (3 x annual salary) 
• 22 weeks paid maternity leave and 6 weeks paid paternity leave (once relevant service requirements complete) 
• Train Ticket loan (interest-free)
• Cycle to Work Scheme
• Free shuttle bus to and from Hatfield Train Station to the Hatfield offices 
• Free shuttle bus to and from Welwyn Garden City Train Station to the Welwyn Garden City offices
• Opportunity to participate in Sharesave and Buy as You Earn share schemes
• 15% discount on Ocado.com and free delivery for all employees (within the first month of joining!)