Coordinator - Accounts Payable

Overview

Mayer Brown is an international law firm positioned to represent the world’s major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.

We are a collegial and collaborative firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realise their greatest potential all while supporting the Firm’s client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm.

If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Accounting and Analysis department in our London office as an Accounts Payable Coordinator.

The role is responsible for working as part of the office accounts payable team for the firms London office, which also incorporates the day to day financial operation processing of the firms Brussels, Dubai and Tokyo offices, creating a centre of excellence.

The role will incorporate all activities of accounts payable as well as providing essential support to projects and initiatives.

You will be involved in day to day activities ensuring the accurate and timely postings of all transactions and ensuring full compliance with the SRA Accounts Rules, VAT, AML and adherence to internal financial controls and policies.

This is a proactive role where we encourage ideas and initiative in order to deliver a best in class service to the firm and its clients.

Standard hours are 9:30am to 5:30pm with flexibility in accordance with the needs of the business.

Our current working from home policy allows for two days working from home, subject to business need. This policy is subject to change and does not form part of contractual terms.

Responsibilities

• Work closely with the Accounts Payable Lead and the respective International office managers and partners to ensure the prompt delivery of their day-to-day Accounts Payable requirements, for all offices supported by the London finance operations team, providing a best-in-class service
• Work closely with Directors and key-account stakeholders ensuring the prompt processing of invoices
• To ensure accurate and timely inputting and posting of all office account transactions in accordance with internal Service Level Agreements and the current SRA Accounts Rules 2019
• Ensuring that all respective financial controls and the firms policies and procedures are adhered to at all times
• Monitoring compliance with SRA Accounts Rules, through exception control reporting and to ensure any breaches are promptly reported and remedied
• Working as part of a team that is committed to providing an exceptional service to the firm and its clients
• Prepare and process electronic payments in accordance with statutory compliance, internal controls and service level agreements
• Authorise office account payments in line with current procedures
• Provide support and understanding to any outstanding bank reconciliation items
• Reconcile, process and pay professional disbursements through electronic platform in accordance with statutory compliance, internal controls and service level agreements
• Assist with the processing of all office account payments, expenses, credit notes, direct debits and ad-hoc supplier payments as required
• Reconcile, review and upload electronic supplier invoices
• Pro-actively reconcile supplier statements, following up with suppliers to ensure the prompt posting of charges
• Assist with reconciling matter and GL ledgers and addressing any queries
• Assist with internal/external audits including SAR AR audit
• Assisting managers in the development and maintenance of office account projects/initiatives
• Ensure that service levels and quality of work are maintained to the highest standards - Ensuring strict deadlines are met at month and year ends
• Maintain supplier master records and perform appropriate verification checks for new suppliers and bank detail changes in accordance with firm's internal controls and fraud prevention procedures.
• Monitor invoice approval workflows and proactively follow up with fee earners, partners and budget holders to ensure invoices are approved and processed within agreed service levels.
• Investigate and resolve supplier queries, aged creditor balances and invoice discrepancies in a timely manner.
• Assist with month-end and year-end accounts payable processes, including reconciliations, reporting, accruals and audit requirements

Qualifications, Experience and Personal Attributes

• 2-4 years previous experience of working within legal finance for a global law firm is desirable. The candidate must have experience of working within Accounts Payable; dealing with high volumes, coding, posting, obtaining authority and managing suppliers.
• A demonstrable knowledge of statutory regulation such as the SRA Accounts Rules, VAT and Anti-Money Laundering regulations.
• Experience of Aderant Expert/Elite preferable.
• Exceptional attention to detail.
• Excellent communication skills both verbal and written - ability to communicate with people at all levels within the firm as well as clients and suppliers.
• Professional manner at all times.
• Ability to work under pressure and meeting strict deadlines.
• Pro-active and hard-working approach.
• Personable, able and willing to work as part of a team.
• Reliable and well organised.
• Questioning mentality.
• Adaptable and flexible.
• Ability to use own initiative.

At Mayer Brown, we are committed to creating an inclusive work environment that offers our people the opportunity and support they need to succeed.

Our culture promotes mutual respect, acceptance, cooperation and productivity among people from all backgrounds and values different perspectives and ideas.

One of our core values at Mayer Brown is to promote inclusion at all levels within the business which is actively supported by our Employee Resource Groups - LGBTQI+, Fusion (Race & Ethnicity), Multi-faith, Women, Enable (Disability), Social Inclusion and Opportunities Network and Work and Me (Family).

We are happy to discuss any reasonable adjustments that individuals may require throughout the recruitment process and once they have joined the Firm.