Finance Assistant - Accounts Payable

Responsibilities

Invoice Processing

• Receive, review, and process a high volume of supplier invoices accurately and promptly.
• Perform three-way matching between purchase orders, invoices, and receiving documents to ensure accuracy and completeness.
• Verify, code, and input invoices with correct general ledger accounts, cost centers, and tax codes.
• Identify and resolve invoice discrepancies or incomplete documentation before payment processing.

Payment Handling

• Prepare and execute scheduled payment runs (e.g. cheques, ACH, TT/wire transfers) in accordance with company timelines and approval hierarchies.
• Obtain necessary payment authorizations and ensure compliance with internal approval policies.
• Process employee expense reimbursements and ensure claims are properly validated and supported.
• Monitor payment due dates to ensure timely disbursements and prevent payment delays or disruptions to supplier operations.

Record Keeping & Reconciliation

• Maintain accurate and up-to-date accounts payable ledgers, vendor files, and payment records.
• Perform periodic reconciliation of vendor statements to identify and resolve outstanding balances or discrepancies
• Assist in month-end and year-end closing activities, including accrual entries, reports, and supporting schedules.
• Ensure all payable documentation is properly filed, archived, and easily retrievable for audit purposes.

Vendor & Internal Communication

• Act as the primary liaison for vendor inquiries, ensuring prompt and professional responses.
• Coordinate with procurement, operations, and other departments to resolve billing or payment discrepancies.
• Maintain positive relationships with vendors through consistent communication and reliable payment practices.
• Support internal teams by providing payable-related information or reports as required.

Compliance & Reporting

• Ensure all accounts payable activities adhere to company financial policies, approval limits, and internal controls.
• Support internal and external audit exercises by preparing and providing required documentation.
• Generate periodic management reports, including accounts payable aging, cash outflow summaries, and outstanding liabilities.
• Assist in continuous improvement initiatives to streamline AP processes and enhance operational efficiency.

Qualifications

• Accounting Certificate, diploma or equivalent is often required, with an associate's degree in accounting or finance preferred.
• Previous experience (typically 1-2 years) in an account payable or similar finance role.
• Strong Microsoft Excel skills for data analysis and reporting. Exposure in ERP environment.
• Experience with electronic payment systems.
• Excellent attention to detail and a high degree of accuracy in data entry
• Strong organizational and time management abilities to prioritize tasks and meet deadlines.
• Problem-solving and analytical skills to resolve discrepancies.
• Effective communication skills, both written and verbal, for interacting with vendors and team members.