Vacancy - Accounts Payable Clerk
Hotel Chocolat Estates Ltd. is seeking a highly organized, detail-oriented and results-driven Accounts Payable Clerk to join our Finance Team.
Reporting to the Finance Manager, the successful candidate will be responsible for the accurate and timely processing of supplier invoices and petty cash transactions within Microsoft Dynamics 365 (D365). This role will ensure that transactions are appropriately coded, authorized and supported by the required documentation, contributing to the integrity, completeness and reliability of the Company’s financial records.
The ideal candidate will demonstrate a strong commitment to accuracy, sound administrative discipline and the ability to consistently adhere to established financial procedures and controls. The successful candidate will also be expected to communicate professionally and effectively with both internal stakeholders and external suppliers, while managing competing priorities within established deadlines.
This is an excellent opportunity for a motivated finance professional to develop their career within a globally recognized brand, gaining exposure to the financial operations of our hotel, estate and retail businesses while working collaboratively with teams across the organization.
Key Responsibilities:
1. Invoice Processing (D365)
Receive, review and upload supplier invoices into D365, coding accurately to general ledger, department, cost centre and other required dimensions.
Check supplier details, invoice numbers, values, tax and supporting documentation, matching invoices to purchase orders and delivery information where applicable.
Prevent incomplete, incorrect or duplicate invoices from being processed, and ensure all invoices are authorised in line with company procedures.
Resolve coding or documentation queries with the Finance Manager or relevant department, correcting errors promptly.
2. Accounts Payable & Supplier Management
Maintain accurate supplier accounts and keep supplier details up to date in D365.
Reconcile supplier statements, investigate discrepancies, and process supplier credits and adjustments accurately.
Respond to supplier and internal queries on invoices and payments, escalating overdue, disputed or unusual items to the Finance Manager.
Support the preparation of supplier payment runs as directed by the Finance Manager.
3. Petty Cash Management
Administer petty cash in line with Finance policies and approval limits, issuing funds only against valid, approved requests with receipts.
Record and code petty cash transactions accurately in D365 or petty cash records.
Perform regular petty cash counts and reconciliations, investigating and reporting any discrepancies.
Ensure the secure storage of petty cash and related documentation.
4. Controls, Month-End & General Support
Follow all Finance policies, procedures and approval controls, and protect confidential financial and supplier information.
Support month-end by ensuring invoices and petty cash for the period are processed and by identifying missing invoices or accruals.
Work with departments to obtain missing information and approvals, and report any suspected duplicate, incorrect or unusual transactions.
Provide general administrative support to the Finance Team and suggest process improvements where appropriate.
Perform other related duties as assigned.
Work typically 40 hours per week, with flexibility to meet business requirements.
Qualifications & Experience:
Excellent attention to detail and a strong commitment to accuracy.
Strong numerical, administrative and organisational skills.
Basic understanding of accounting and accounts payable processes, with the ability to follow established financial procedures and controls.
Good communication skills and confidence working with different departments.
Competence in the Microsoft Office suite, particularly Excel.
Ability to handle confidential information with discretion.
Previous accounts payable, bookkeeping or finance administration experience (desirable).
Experience using Microsoft Dynamics 365 (D365) or a similar finance/ERP system (desirable).
Experience with purchase orders, invoice coding and supplier reconciliations (desirable).
Experience in a hospitality, retail or multi-department business (desirable).
Applications should be sent to vacancies@thehotelchocolat.com.
Deadline October 1st, 2026.
