Experience : 3 Years
Shift : 12:30 PM to 9:30 PM

Roles & Responsibilities

1. Accounts Payable Inbox Management

• Manage the Accounts Payable (AP) inbox on a daily basis.
• Review and process supplier invoices, credit notes, payment queries and other AP-related correspondence.
• Ensure invoices and queries are appropriately assigned, actioned and responded to within agreed timelines.
• Follow up with relevant internal teams or suppliers where additional information or clarification is required.
• Maintain an organised and up-to-date AP inbox.

2. Supplier Invoice Processing

• Receive and load supplier purchase invoices into the relevant accounting/finance system.
• Check invoices for accuracy, including supplier details, invoice numbers, dates, amounts, VAT and purchase order information.
• Ensure invoices are coded and allocated to the correct cost centre, nominal code and/or project.
• Follow the required approval process and monitor invoices awaiting approval.
• Identify and resolve duplicate, incorrect or incomplete invoices.
• Maintain accurate records of processed invoices.

3. Employee Expense Claims

• Manage and process employee expense claims in line with company policies.
• Review expense claims for appropriate receipts, approvals and supporting documentation.
• Verify that expenses comply with the company’s expense policy.
• Process approved claims for payment and follow up on incomplete or outstanding claims.
• Maintain accurate records of employee expenses and related documentation.

4. Supplier Payment Monitoring

• Monitor outstanding supplier invoices and identify payments that are due or overdue.
• Prepare regular reports of outstanding supplier payments for the Accounts Head/Finance Manager.
• Highlight overdue, disputed or blocked invoices requiring attention.
• Assist with payment runs and provide the necessary information to the Accounts Head for payment approval.
• Follow up with relevant teams to ensure invoices are approved and paid within agreed payment terms.

5. Reporting & Reconciliation

• Prepare regular AP reports, including outstanding invoices, aged creditors and pending approvals.
• Provide accurate and timely AP information to the Accounts Head/Finance Manager.
• Assist with supplier statement reconciliations and investigate discrepancies.
• Ensure AP records are accurate and up to date.
• Support month-end and year-end closing activities as required.

6. Supplier & Internal Communication

• Respond to supplier queries regarding invoices, payments and account balances.
• Liaise with procurement, operational teams and other internal departments to resolve invoice and payment issues.
• Maintain professional and timely communication with suppliers and internal stakeholders.
• Escalate unresolved or significant issues to the Accounts Head/Finance Manager.

7. General Responsibilities

• Ensure all AP activities are completed accurately and within agreed deadlines.
• Maintain proper documentation and audit trails for invoices, expenses and payments.
• Follow company financial procedures, controls and approval processes.
• Maintain confidentiality of financial and supplier information.
• Identify opportunities to improve AP processes and reduce manual work or delays.
• Provide general administrative and operational support to the Accounts/Finance team when required.