Purpose of the Role

Reporting to the Accounts Payable Manager, the Accounts Payable (AP) – Client Systems Team Lead will oversee the AP team, ensuring accurate and timely P2P operations, management of client systems and processes, efficient query resolution, and high-quality data handling.

The role will focus on managing client systems and maintaining effective communication with both internal and external stakeholders, ensuring responses are timely, accurate, and of high quality

This role plays a key part in managing team performance, resolving escalations, and maintaining strong working relationships with internal and external stakeholders.

Key Responsibilities

Team Leadership & Management

· Manage a team of Accounts Payable administrators , providing guidance, support, and performance management.

· Monitor team workload and proactively allocate resources to meet business demands and the team SLAs.

· Collaborate closely with all Accounts Payable Team Leader to coordinate work allocation across all teams and ensure consistent team management.

· Promote a culture of continuous improvement across the team

Central Inbox Management

Manage the Service Partner Hub inbox, ensuring:

· All incoming queries are triaged effectively and assigned to the appropriate team member.

· The inbox is cleared down daily, with no backlog of unresolved emails.

· Responses are accurate, professional, and timely, aligned with SLA expectations.

· Complex or sensitive queries are escalated appropriately and resolved with care.

· Monitor inbox volumes and trends to identify recurring issues and opportunities for process improvement.

Client Systems & Data Oversight

· Ensure timely, accurate processing of invoices and P2P activities in Proactis and client systems

· Supervise query tracking, invoice processing, and reconciliation to maintain data accuracy and completeness

· Ensure documentation is complete, correctly stored, and audit-ready

· Support the team in resolving complex system issues and escalated queries

· Develop and implement process improvements to enhance efficiency and accuracy

· Oversee administration of:

o Accountabl

o CIS (Construction Industry Scheme) processes

o Rates payments

o Query desk management

o Workflow uploads

Escalation & Query Management

· Act as the first point of escalation for complex or high-priority issues.

· Provide support and guidance for Proactis users and identify and support in addressing user issues

· Ensure proactive handling of queries and support requests both as Team Leader and by the team, ensuring a high standard of customer service.

· Manage and collaborate with team members to investigate, analyse, and identify root causes of issues and support their resolution.

· Liaise with the Supplier Relations, Procurement, Finance, and Operational teams to resolve queries

· Ensure all queries are managed within defined Service Level Agreements (SLAs) and uphold quality standards.

Process Oversight & Continuous Improvement

• Oversee and maintain key operational processes within the Service Partner Hub.

• Identify opportunities to streamline workflows and improve efficiency.

• Support the implementation of new systems, tools, or procedures to enhance team performance.

Note: The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and as the strategy is implemented and evolves.

Skills, Knowledge and Experience

· Experience: 1-3 years in procurement or finance, demonstrating progression through roles of increasing responsibility.

· Analytical Skills: Strong problem-solving abilities with a focus on data analysis, trend identification, and data-driven decision-making. Detail-oriented with excellent organisational skills.

· Process and Systems Knowledge: Robust understanding of procurement processes, financial controls, and compliance requirements. Proficient in financial systems, ERP software, and data analytics tools.

· Communication Skills: Exceptional verbal and written communication skills, able to articulate complex procurement concepts to stakeholders at all levels.

· Relationship Building: Strong interpersonal and conflict resolution skills, capable of building and maintaining productive relationships with internal and external stakeholders.

· Project Management: Proven capacity to manage multiple projects, prioritise effectively, and meet tight deadlines under pressure.

· Continuous Improvement: Commitment to driving continuous improvement, innovation, and operational excellence within the procurement function.

Desirable

· Knowledge of the property sector

· Knowledge of Proactis 

Working Hours - 8:00AM – 4:30PM

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Please see our Benefits Booklet for more information.