Accounts Payable Assistant

Work Setup: Hybrid

Location: Makati, Metro Manila, Philippines

Summary:

The Accounts Payable Assistant will be responsible for performing and executing the day-to-day task of Sourcing and Invoice Processing in an efficient and effective manner. He/She will also be responsible for basic issue resolution, communication to different parties and initiate process improvement.

Major Duties/Responsibilities:

Process Execution (65%)

General

• All processes that he/she will be doing will be in a timely and accurate manner
• Understand Standard operating procedures (SOP) for all processes including its revision

Sourcing

• Review purchase requisition’s supporting documents to make sure that all the requirements are complete and accurate in accordance with the Procurement Policy
• Prepare and create purchase orders based on the approved purchase requisition ensuring that all information (Vendor, particulars, price) is correct
• Coordinate via e-mail or phone regarding inquiries/ resolutions should there be items not in line with Procurement Policy

Invoice Processing

• Download regular electronic invoices from the fax server so it can interface in SAP
• Scan invoices for manually received invoices
• Process all type of invoices such as PO, NPO, High priority invoices and special type of invoices.
• Download blocked invoices from the system, classify it to major reasons and communicate it to business unit or vendor for resolution
• Prepare Accounts payable aging and communicate overdue items to business units for resolution

Travel and Expense

• Retrieve faxed receipts from the fax server / receive original hard copy receipts
• Review receipts to make sure that all the requirements are complete and accurate
• Scan receipts that were not faxed to the fax server / execute audit in the reimbursement system
• Communicate with employees via email and phone regarding receipt issues and status of expense reports
• Review of expense reports paid in line with the Travel Policy
• Coordinate with employees via email or phone regarding inquiries should there be items not in line with the Travel Policy
• Regular communication with Global Travel Services team about TRIP Receipts updates and findings
• Assist on requests for meeting and events planning

Records Management

• Responsible for document filing and retention of Accounts Payable documents such as vendor invoices, expense reports and TP claims processed and paid in compliance with the Corporate Record Retention Policy
• Maintains the summary of the filed and archived documents. Updates the records monitoring file which includes the box number, binder number, description of document, year, status, etc.  Tracks and updates the database for the borrowed and returned files.

Controls/SLA/KPI/Metrics and Other Reporting tasks (15%)

• Ensure all SLA/KPI/Metrics applicable to his/her process will be met

• Consistently execute internal control processes in accordance with the company policies and audit recommendations

• Preparation of basic reports such as but not limited to time report, summary of invoices, summary of errors, etc

Vendor/Customer Relationship Management (15%)

• Provides quick turnaround feedback to basic internal and external customers' inquiries

• Develop customer relationship with internal customers and external customers

Adhoc/Other Tasks (5%)

• He/She is expected to perform other AP related ad hoc roles that may be assigned to him/her in  alignment with his immediate superiors

Minimum Education and Experience Requirements:

Education: Bachelor’s Degree required, in Finance or Accounting

Experience:

• Must have at least 1 to 2 years of experience in general accounting or audit or accounts payable
• Open to fresh graduate with CPA license
• Knowledgeable in Microsoft Office Tools such as Excel, Word, Powerpoint, etc.
• Proficient MS Excel Skills
• Preferably with experience in handling advance accounting systems such as SAP, ORACLE, etc.
• Someone with end-to-end invoicing process experience is preferred
• Someone keen to details and can work high volume in a fast-paced environment
• Amenable to a shifting schedule of morning shift (6AM - 2PM) and mid shift (2PM - 10PM) and night shift (6PM - 2AM)