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Firm details:
This is an exciting opportunity to join a leading private debt business with a strong track record of successful fundraising, capital deployment and innovation. The business has approximately €17bn of assets under management. The Luxembourg office comprises 23 full-time employees.
Role details:
Title: Expenses Payable Intern
Duration: 6 months
Reporting line: Expenses Payable Team Lead
Direct reports: None. The role holder will be expected to work collaboratively with colleagues across the Luxembourg office and wider finance function.
Purpose: The Expenses Payable Intern will support the Expenses Payable team in the accurate, timely and controlled processing of supplier invoices, employee expenses and related payment activities for the Luxembourg office and associated fund structures. The role will contribute to the effective operation of payable processes by ensuring appropriate documentation, approvals and controls are maintained in accordance with internal policies and applicable regulatory expectations.
Regulatory registrations: None
Location: Luxembourg
Main duties and responsibilities
Based in Luxembourg, the role will provide administrative and operational support to the Expenses Payable team across the processing, monitoring and maintenance of supplier invoices, employee expenses and payment workflows for the Luxembourg office and related entities. Key responsibilities will include, but are not limited to:
- Supporting the receipt, validation and processing of supplier invoices and employee expense claims in accordance with internal procedures, approval requirements and agreed timelines.
- Assisting with the preparation of payment runs, including the verification of supporting documentation, approval evidence, payment details and relevant cost allocations.
- Maintaining accurate and complete records of invoices, expenses, approvals and payment confirmations to support audit trail, reporting and internal control requirements.
- Liaising professionally with internal stakeholders, suppliers, administrators and finance colleagues to support the timely resolution of invoice, expense and payment queries.
- Supporting reconciliations of supplier statements, expense reports and payment records, and escalating discrepancies or exceptions as appropriate.
- Assisting with month-end and periodic reporting activities relating to expenses payable, outstanding invoices, accrual support and payment status monitoring.
- Supporting adherence to internal controls, delegation of authority requirements, expense policies, anti-fraud procedures and applicable confidentiality standards.
- Contributing to the continuous improvement of payable processes, filing standards and the consistent use of finance systems and workflow tools.
Regulatory Responsibilities
- Conducts all activities with integrity, due skill, care and diligence, and in a manner consistent with the firm’s standards and expectations.
- Maintains appropriate awareness of internal policies, approval controls, confidentiality requirements and payment-related procedures relevant to the role.
- Escalates incomplete, unusual or potentially inaccurate payment requests promptly and in accordance with established firm procedures.
Management and Leadership Responsibilities
- Builds and maintains effective working relationships with colleagues across the firm, administrators, suppliers and members of the finance function.
- Complies with all policies, procedures and standards applicable to the role, including those relating to confidentiality, controls and professional conduct.
- Demonstrates accountability for assigned tasks, communicates progress clearly and escalates issues or delays in a timely and appropriate manner.
Behavioural Competencies
- Maintains high personal standards and demonstrates integrity, professionalism and respect for the firm’s principles, policies and procedures.
- Understands the importance of accuracy, timeliness and confidentiality in supporting internal stakeholders, external service providers and investors.
- Demonstrates a proactive and positive approach to work, showing willingness to learn, take initiative and contribute to team objectives.
- Remains organised, resilient and professional when managing competing priorities or working to deadlines.
- Communicates clearly and constructively, works cooperatively with others and shares relevant information in a timely manner.
- Shows curiosity and commitment to continuous learning, process improvement and the development of practical finance and operational skills.
If you are interested in applying for this position please reach out to the following email address HR@arcmont.com and mention “Expenses Payable Intern” in the subject of your email.