Accounts Payable and Fleet Administration Officer

About the job Accounts Payable and Fleet Administration OfficerDaily recs. Weekly pay runs. Month-end close. All yours.

Hi! We're Smartsourcing, and we're hiring a full-time, onsite Accounts Payable & Fleet Administration Officer. You'll protect two things a business can't afford to get wrong: its supplier payments and its fleet.

Where JEG Tower, Archbishop Reyes, Corner Acacia St., Barangay Kamputhaw, Cebu City, 6000 Cebu

About The Role

You'll own accounts payable and fleet asset administration for an Australian asset finance business whose vehicle fleet is its main asset. Day to day, you'll code and enter supplier invoices, prepare the weekly AP payment run, coordinate vehicle settlements and broker commissions, and keep the fleet register current by recording new assets, processing disposals, and preparing depreciation and insurance reconciliations. You'll also complete the daily spend-side bank reconciliation and reconcile the AP and fleet balance sheet accounts at month end. The role runs on defined controls: you prepare payments but never approve or release them. It suits someone detail-focused and proactive who can manage many suppliers and competing priorities.

Key Responsibilities

Supplier Invoice Processing

• Code and enter supplier invoices against the correct entity, account coding, and purchase order, and file invoices in Google Drive.
• Process GPS installation and removal invoices against purchase orders and fleet sub-assets.
• Process expense claims and company card transactions.
• Resolve invoice discrepancies and respond to supplier queries through the central accounts inbox.
  
  

Weekly AP Payment Run & Payment Controls

• Prepare the weekly AP payment run: review open items, prepare the approval list and ABA file, and load it to the bank for authorisation.
• Manage the AP aging report and escalate overdue items.
• Prepare payments only; approval and release sit with the Finance Manager or Financial Controller.
• Ensure supplier bank detail changes are verified by phone call-back by a second person before any payment is made.
  
  

Vehicle Settlements & Broker Commissions

• Check dealer and financier invoices against the agreement and payment summary before settlement.
• Prepare vehicle settlement and broker commission payments for approval, including second-instalment broker commissions at month end.
• Update ClickUp and the weekly payment tracker for each new contract.
  
  

Fleet Asset Administration

• Record and activate new fleet assets and sub-assets once purchase orders and invoices are in place.
• Process fleet asset disposals (returned, sold, and repossessed vehicles), including transfers between entities.
• Maintain the fixed asset register and asset build.
• Prepare the monthly fleet insurance adds and deletes for the broker, and reconcile the insurance register to the asset register.
  
  

Reconciliations & Month-End Close

• Complete the daily spend-side bank reconciliation and record payments in the ERP.
• Prepare the depreciation and gain/loss on disposal working papers.
• Complete company card, expense, and Revolut reconciliations, including Revolut replenishment.
• Own and reconcile the payables and fleet balance sheet accounts: AP to supplier open items, fleet at cost, accumulated depreciation, and accruals.
• Support the month-end AP close.
  
  

Process Documentation & Improvement

• Help document and improve AP processes, including SOPs, templates, and automation.
  
  

Artificial Intelligence (AI) Readiness and Digital Enablement

• Maintain baseline AI literacy and use approved AI tools responsibly, in line with company policies, data privacy, information security, and client confidentiality obligations.
• Apply sound judgment by validating outputs and avoiding overreliance, ensuring accuracy and accountability in all work delivered.
• Participate in AI readiness trainings and proactively identify opportunities for process improvement through automation and responsible AI integration.
  
  

What You'll Need To Succeed Experience

• 2-3 years of accounts payable experience, including bank reconciliation
• Fleet administration experience a strong advantage
• Experience supporting Australian businesses or working in an outsourced finance team preferred
  
  

Skills & Behaviours

• Close attention to detail in both financial data and asset register accuracy
• Proactive, and able to manage many suppliers and competing priorities
• Good written communication for internal correspondence
• Understanding of internal controls and payment approval workflows
  
  

Tools

• Strong Microsoft Excel, required
• Experience with an asset or fleet ERP system a nice to have
• Familiarity with ClickUp, Google Drive, and Revolut helpful
  
  

Benefits

Step Into the Smartsourcing Experience

Smartsourcing was created with one mission: to change lives . We're here to ensure that businesses flourish and, just as importantly, that every member of the crew is inspired, supported, and set up to thrive. For the fifth year running, we've been recognized as one of HR Asia's Best Companies to Work For. This award isn't just a title--it's a testament to our commitment to making Smartsourcing an incredible place to build a career.

Why You'll Love Working Here

About

At Smartsourcing, we believe the best work comes from people who feel seen, heard, and valued. That's why we're all about fostering an environment where you can be your true self. We take pride in being certified as a Great Place to Work, because we know that when you love where you work, extraordinary things happen. Here's just a glimpse of what we offer:

• 5-day Christmas Leave (unwrap real time off)
• Healthcare from Day 1 for you and your family (because healthcare matters)
• Free lunch and barista-crafted coffee daily (we take our caffeine seriously)
• Night shift differential for evening schedules
• Subsidized gym membership and sports wellness clubs
• Smartsourcing Exclusives (deals made just for you)
• Themed BFFs, monthly knockoffs, summer parties
• Community give-back programs and personal development workshops
  
  

We're not just another outsourcing company. We're building something that actually matters here a place where good work meets good culture.

Bring your accuracy and your respect for controls. Join Smartsourcing now.