Accounts Payable - Contractual role

Role & responsibilities :

1. Invoice processing

• Review and verify incoming invoices for accuracy, completeness, and adherence to company policies and procedures.
• Ensure that all relevant supporting documentation are attached to invoices.
• Match invoices with corresponding purchase orders and receipts to ensure accuracy.

2. Expense management

• Process and review employee expense reports, ensuring accurate documentation, adherence to company policies, and compliance with relevant regulations.
• Verify receipts, invoices, and other supporting documents for accuracy and completeness.
• Identify and rectify discrepancies, errors, or policy violations in expense reports.
• Stay up to date with company travel and expense policies.
• Provide guidance to employees on expense reporting procedures, policy compliance, and best practices.
• Monitor and enforce adherence to company policies to prevent fraudulent or non-compliant expense submissions.

3. Data entry and support

• Enter invoice details accurately into the accounting system or invoice processing software.
• Monitor and execute T&E file transfers in system.
• Maintain interface with departmental personnel to provide information to verify or support records and ensure compliance with established policies and procedures.
• Maintain comprehensive and organized records of invoices and related documentation.
• Undertake any other ad-hoc duties assigned and administrative support

4. Discrepancy resolution

• Investigate and resolve any discrepancies or issues related to invoice & T&E processing.
• Communicate effectively with vendors, suppliers, and internal teams to resolve discrepancies promptly.
• Escalate issues to the team leader as appropriate.

5. Compliance and reporting

• Ensure compliance with company policies, industry regulations, and legal requirements related to invoice processing.
• Generate regular and ad-hoc reports for management, highlighting invoice status, key performance indicators and invoice processing improvements.
• Generate regular and ad-hoc travel expense reports for management review, highlighting trends and insights.
• Assist with auditor and/or internal stakeholder requests, including providing copies of invoices/expense reports as required and answering related queries as they arise.

6. Process improvement

• Continuously identify opportunities to streamline and enhance the invoice processing workflow.
• Propose and support implementation of PTP process improvements to increase efficiency and accuracy.

7. Vendor relations

• Develop and maintain positive relationships with vendors and suppliers.
• Address vendor inquiries and concerns professionally and promptly.