Finance Assistant

The Head Office is based on-site, within The Pembroke and represents the department responsible for leading and supporting with administration of the club's daily duties.

Steeped in history and situated in the heart of Belgravia, The Pembroke stands apart as a unique club for Londoners. From the spirit of our members to the splendour of our events, we are a home for eclectic and excellent living. A place to eat, drink, dance and meet, The Pembroke opens its doors to those who wish to fill their world with the finest experiences, from cocktails to culture, billiards to business.

The Finance Assistant will take day-to-day ownership of the end-to-end purchase ledger, customer credit control and provide proactive support to the Finance Manager across the wider finance function. The role is responsible for accurate invoice processing, approval workflows, supplier master data, payment preparation, supplier statement reconciliations and assigned bank and balance sheet control account reconciliations. The postholder will also support credit control, receive and allocate event and member payments, and liaise with relevant departments to resolve overdue customer balances.

The role will play an active part in month-end close, audit readiness, VAT support and ongoing finance compliance, working independently on routine matters and escalating exceptions promptly.

This role is suited to someone with practical accounts payable or finance administration experience who can manage recurring processes with limited supervision, investigate discrepancies confidently and maintain accurate supporting records. It offers the opportunity to broaden existing experience through greater involvement in month-end accounting, reconciliations, controls and external audit support within a fast-moving hospitality environment.

• Purchase Ledger and Invoice Processing
• Own the purchase ledger inbox and process supplier invoices and credit notes accurately, completely and within agreed timescales.
• Validate supplier details, invoice dates, VAT treatment, nominal codes, departments, cost centres and supporting documentation before routing items for approval.
• Match invoices to purchase orders, contracts, liaise with the purchasing department on goods received records or other supporting evidence and investigate unmatched or disputed items.
• Maintain accurate supplier master data, ensuring new suppliers and bank-detail changes follow documented verification and approval controls.
• Identify duplicate, incomplete, unusual or potentially fraudulent invoices, resolve routine exceptions independently and elevate material concerns to the Finance Manager.
• Maintain accurate supplier ledgers, allocate credit notes and payments correctly to supplier invoices, clear debit balances and aged items, and support a clean month-end purchase ledger close.
• Maintain complete electronic records and audit trails to support internal controls, VAT compliance, reporting and external audit requirements.
• Approval Max and Quick Books Online
• Upload, code and route bills through Approval Max in line with the club’s approval matrix and delegated authority limits.
• Monitor outstanding approvals, issue polite reminders and help resolve rejected or queried items.
• Ensure approved transactions are recorded correctly in Quick Books Online and that the purchase ledger remains complete and up to date.
• Maintain accurate supplier records, including onboarding information and authorised changes to contact or bank details.
• Help colleagues use the approval process correctly and elevate system or control issues promptly.
• Supplier Payments and Queries
• Prepare scheduled and ad hoc supplier payment runs, including payment proposals, due-date reviews and…