Accounts Payable Specialist

Job Summary

The Accounts Payable Clerk is responsible for providing clerical and administrative support to the Accounting Department by processing, recording, filing, and monitoring accounts payable transactions. The position ensures that supplier invoices, payment requests, and related documents are accurately processed, properly documented, and timely submitted for approval and payment in accordance with company policies and procedures.

Responsibilities

A. Accounts Payable Processing

• Receive and check supplier invoices, billing statements, and payment requests for completeness.
• Match invoices with supporting documents such as Purchase Orders (PO), Delivery Receipts (DR), Receiving Reports (RR), and other required documents.
• Prepare Accounts Payable (AP) vouchers and ensure proper attachment of supporting documents.
• Encode and record accounts payable transactions in the accounting system (e.g., Odoo ERP).
• Maintain accurate and updated records of all payables transactions.
• Monitor pending invoices and follow up lacking documents with the concerned departments.

B. Payment Preparation and Monitoring

• Assist in the preparation of payment schedules based on approved due dates.
• Prepare check vouchers and payment documents for review by the Accounting Supervisor.
• Coordinate with suppliers regarding submission of billing documents and payment status.
• Monitor due dates of supplier invoices to ensure timely payment.
• Prepare transmittal documents for released checks and payments.

C. Reconciliation and Documentation

• Reconcile supplier statements of account with company records and identify discrepancies for review.
• Assist in the preparation of Accounts Payable aging schedules.
• Maintain and update supplier files, payment records, and accounts payable ledgers.
• Ensure completeness and proper filing of all accounts payable documents.

D. Clerical and Administrative Support

• File, organize, and safeguard all accounts payable documents and records.
• Retrieve accounting documents and records when required by management or auditors.
• Prepare photocopies, scanning, and document transmittals as needed.
• Assist in month-end closing activities by providing necessary schedules and supporting documents.
• Provide clerical support to the Accounting Supervisor and the Accounting Department.

E. Compliance and Internal Control

• Ensure that all transactions are supported by complete and approved documents before processing.
• Maintain confidentiality of financial information and company records.
• Comply with company policies, accounting procedures, and internal control requirements.
• Assist internal and external auditors by providing requested documents and schedules.

F. Other Duties

• Participate in continuous improvement initiatives related to accounts payable processes.
• Perform other accounting and clerical duties that may be assigned by the Accounting Supervisor and Management.

Work Location: In person