Job Description

Set-up and Location: Hybrid 3 days office 2 days home (Ortigas, Alabang, Pampanga or Cebu) Work Schedule: 9:00 AM - 6:00 PM AEST | 6:00 AM - 3:00 PM PHT Employment Type: Full Time Ready to do work that actually excites you? The AP Specialist processes supplier invoices and payments accurately and on time across all group entities, under the guidance of the Senior Accounts Payable Officer. The role keeps the AP ledger clean and current: every invoice is checked, coded and supported, every payment is allocated, and every payment file is ready for review before each run. What You’ll Do You’ll be the kind of person who Invoice processing (daily) Receive supplier invoices from the AP inbox, supplier portals and internal staff, and register each one on the day it arrives. Review, verify, code and enter supplier invoices into the accounting system, ensuring accuracy and proper supporting documentation. Ensure invoices are coded to the correct general ledger account, cost centre, entity, currency and tax code. Process supplier credit notes and match them to the original invoices. Route non-PO invoices to the right budget holder for approval under the delegation of authority. Follow up approvers on invoices outstanding for approval, and escalate those over 7 days to the Senior Accounts Payable Officer. Payment Application & AP Ledger Maintenance.(daily) Apply supplier payments and allocate transactions against the appropriate invoices in the accounting system. Match bank debits for direct debits, card payments and international transfers to the right invoices. Investigate and flag unallocated payments, part-payments and overpayments. Maintain an accurate AP ledger. Payment run preparation (fortnightly or as scheduled) Prepare supplier payment files for scheduled payment runs, ensuring payment details are accurate and complete for review and approval. This includes payment to employees Verify supplier banking details are accurate to support and Eftsure. Save invoice copies to the shared payment folder for each entity and run, named consistently. Send remittance advices to suppliers once payments are released. Supplier records (as required) Assist with updating supplier records, payment details and other relevant information, subject to approval requirements. Flag duplicate or inactive supplier records for clean-up. Queries and discrepancies (as required) Assist in resolving invoice discrepancies, duplicate invoices, missing documentation and payment-related queries. Respond to supplier emails and calls on invoice and payment status within 2 business days. Work with procurement, warehouse and budget holders to resolve price, quantity and receipt mismatches. Request missing invoices, credit notes and statements from suppliers. Month-end and reconciliation support Ensure all invoices received by the cut-off are entered before month-end close. Provide a list of goods and services received but not invoiced to support the accruals list. Reconcile assigned supplier statements and follow up differences. Assist with staff expense claims and corporate card transactions as required via concur Provide documents and samples for internal and external audit. Controls and other duties Follow AP procedures, the delegation of authority and segregation of duties at all times. Report errors, control breaches or suspected fraud to the Senior Accounts Payable Officer / Finance Manager immediately. Keep AP filing and shared folders organised and complete. Suggest improvements to AP processes and help test system changes. Provide cover for other AP and AR officers during leave. Perform other accounts payable duties and administrative tasks as assigned. Key performance indicators Suggested targets below are a starting point; set final targets against current baseline performance. Invoices entered – Suggested target: Within 3 business days of receipt. Measured: Weekly Invoice coding accuracy – Suggested target: 98% or more with no rework. Measured: Monthly Payments allocated – Suggested target: Same or next business day. Measured: Weekly Payment files ready for review – Suggested target: By the agreed cut-off before each run. Measured: Fortnightly Duplicate or incorrect payments – Suggested target: Zero. Measured: Each run Supplier query response – Suggested target: Within 2 business days. Measured: Ongoing Key relationships Internal: Senior Accounts Payable Officer Finance Manager Budget holders and invoice approvers Procurement and AR team External: Suppliers and service providers Requirements What You Bring We are looking for someone who Experience entering and coding high volumes of invoices in an accounting system or ERP. 2+ years of experience in Accounts Payables role. Working knowledge of GST. Intermediate Excel skills (filters, pivot tables, lookups). Clear, courteous written and verbal communication. Desirable Accounting graduate or similar Experience in a multi-entity or multi-currency environment. Experience with an AP automation or invoice-approval tool. Personal attributes High attention to detail and accuracy. Organised; meets payment-run cut-offs. Follows controls and asks when unsure. Willing to learn and grow towards a senior role. Systems and tools MYOB or any accounting system or ERP: AP module, supplier master, payment runs. Invoice-approval or AP automation tool (for example, Traild, if used). Banking platforms for payment file upload (preparation only). Microsoft Excel and Outlook; shared drive for invoice copies Benefits HMO, Dental, and Life Insurance for you and one free dependent from day one (with the option to enroll additional dependents) Paid Leaves: Birthday, Vacation, Medical, and Maternity (up to 6 Vacation Leaves are convertible to cash on your anniversary) Employee Engagement Activities: Year-End Party, Family Day, Team Building, and more!