Accounts Payable Specialist

Job Summary

The Accounts Payables Specialist is responsible for verifying and recording vendor invoices, preparing payments, managing employee expense reports and advances, and ensuring the timely and accurate processing of accounts payable transactions. The role supports the company's financial operations by maintaining complete documentation, monitoring outstanding advances, preparing monthly reports, and complying with established accounting procedures and deadlines.

Key Responsibilities

1. Invoice Verification and Recording

• Review and verify vendor invoices and supporting documents for accuracy and completeness before recording them.
• Ensure all invoices are recorded within three (3) working days from the date of receipt.

2. Vendor Provisions

• Prepare monthly vendor provisions to ensure proper expense recognition and accurate financial reporting.

3. Payment Processing

• Prepare vendor payments through checks and online banking every Wednesday, subject to company approval procedures.
• Ensure payments are properly documented and processed within established timelines.

4. Expense Report Management

• Review and process valid employee expense reports for release every 10th and 25th of the month, covering the applicable reporting periods.
• Ensure expense claims are supported by complete documentation and comply with company policies.

5. Employee Advances and Liquidation

• Ensure employee advances are within approved budgets and properly documented.
• Monitor the timely liquidation of advances within the applicable expense report period.
• Coordinate with business users to collect invoices and supporting documents and ensure the proper adjustment or liquidation of advances within thirty (30) days from the date of release.
• Prepare and submit a monthly Management Information System (MIS) report on outstanding advances, including reasons for pending liquidation.

6. Reporting and Coordination

• Coordinate with vendors, business users, and relevant departments to resolve invoice discrepancies and payment concerns.
• Ensure assigned projects and accounting tasks are completed within agreed timelines.
• Maintain accurate and organized financial records for audit and reporting purposes.

Qualifications

Education

• Bachelor's degree in Accountancy, Accounting, Finance, or a related field.

Work Experience

• One (1) to three (3) years of relevant experience in Finance and Accounting.
• Experience in accounts payable, invoice processing, payment preparation, and expense management is an advantage.

Knowledge

• Knowledge of accounting and finance principles and procedures.
• Familiarity with financial reporting, accounting audits, and taxation.
• Understanding of invoice verification, payment processing, and employee advance liquidation.

Skills and Competencies

• Strong interpersonal and communication skills.
• Strong organizational and analytical skills.
• Effective stakeholder coordination and relationship management.
• Excellent attention to detail and accuracy in handling financial transactions.
• Ability to manage multiple tasks and meet deadlines.
• Proficiency in spreadsheets and accounting systems.
• High level of integrity and discretion in handling confidential financial information.

Pay: Php20,000.00 - Php22,500.00 per month

Work Location: In person