About the Company
The Accounts Payable Specialist is responsible for the accurate and timely processing of vendor invoices, employee reimbursements, and payment runs. The role ensures that all disbursements are properly documented, approved, and recorded in accordance with company policies and accounting standards.
About the Role
The Accounts Payable Specialist is responsible for the accurate and timely processing of vendor invoices, employee reimbursements, and payment runs. The role ensures that all disbursements are properly documented, approved, and recorded in accordance with company policies and accounting standards.
Responsibilities
Invoice Processing
- Receive, review, and process vendor invoices for payment in a timely and accurate manner. The company uses a procurement tool called Precoro.
- Ensure approval timelines are within KPIs.
- Match invoices against purchase orders (POs) and delivery receipts (3-way matching).
- Ensure proper approval is obtained before processing payments.
- Ensure invoices are posted to the correct accounts, cost centers, and projects in the accounting books.
Cash Advance and Employee Reimbursements Management
- Monitor and track outstanding cash advances; follow up on liquidations within prescribed timelines per company policy.
- Post weekly accounting entries related to CA and Expenses. Keep an updated open CA accountability list for use by the Finance Manager to approve new CA requests.
- Review CA liquidations and employee reimbursement claims for completeness, validity, and compliance with company expense policies.
- Maintain organized records of all cash advances and reimbursement transactions for audit and reporting purposes.
- Flag and escalate non-compliant or unsubstantiated claims to the Accounting Manager.
Payment Endorsement
- Come up with payments list consisting of invoices and CA/Expenses for Treasury endorsement following agreed vendor payment terms.
Vendor Management
- Maintain accurate and up-to-date vendor records in the accounting system.
- Respond to vendor inquiries regarding payment status and resolve discrepancies.
- Perform regular vendor statement reconciliations.
Month-End Close & Reporting
- Ensure AP and corresponding debit entries are posted in an accurate and timely manner following closing deadlines.
- Prepare AP aging reports and reconcile/clean up AP subledger balances.
Ad Hoc
- Support audit requirements by preparing schedules and documentation.
- Perform other tasks and projects as assigned.
Qualifications
- Bachelor's degree in Accountancy, Financial Management, or a related field.
- At least 4-5 years of experience in accounts payable or a similar role.
- CPA license is an advantage but not required.
Required Skills
- Strong attention to detail and accuracy in data entry and record-keeping.
- Good understanding of basic accounting principles and the AP process, including internal controls over disbursements.
- Familiarity with Philippine tax compliance (EWT, BIR 2307) is an advantage.
- Proficient in MS Office, particularly Excel.
- Experience with an ERP or accounting system (e.g., Oracle NetSuite, SAP) is a plus.
- Experience with procurement tools (e.g., Precoro) is an advantage.
- Good communication and coordination skills.
- Able to work under deadlines and manage multiple tasks.
- Demonstrates a strong sense of accountability and commitment to proper controls and documentation.
- Experience with procurement tools (e.g., Precoro) is an advantage.
