Accounts Payable and Fleet Administration Officer

Smartsourcing Inc.

Cebu City

On-site

PHP 446,000 - 670,000

Full time

3 days ago

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Benefits offered by this job

5-day Christmas Leave

Healthcare from Day 1 for you and your

family

Free lunch and barista-crafted coffee

Night shift differential

Subsidized gym membership

Smartsourcing Exclusives

Themed events and parties

Community give-back programs

Job summary

Smartsourcing is hiring for a full-time, on-site Accounts Payable & Fleet Administration Officer in Cebu City. You will own AP and fleet asset administration for an Australian asset finance business, coding supplier invoices, managing weekly payment runs, and maintaining fleet records.

Responsibilities include reconciliations, vehicle settlements, and ensuring proper controls around payments. The role suits detail-focused professionals who can multitask among multiple suppliers and priorities.

Qualifications

2-3 years of accounts payable experience, including bank reconciliation.
Fleet administration experience is a strong advantage.
Experience supporting Australian businesses or outsourcing finance teams is preferred.

Responsibilities

Code and enter supplier invoices against the correct entity and PO; file invoices in Google Drive.
Prepare the weekly AP payment run and ensure approvals are aligned with policy.
Coordinate vehicle settlements and broker commissions; process fleet assets and disposals.
Maintain the fixed asset register and reconcile fleet balance sheet accounts at month-end.
Complete daily spend-side bank reconciliations and reconciliations for AP and fleet ledgers.
Document and improve AP processes, SOPs, and automation where possible.

Skills

Attention to detail

Proactive

Written communication

Internal controls

Tools

Excel

Fleet ERP system

ClickUp

Google Drive

Revolut

Job description

Daily recs. Weekly pay runs. Month-end close. All yours.

Hi! We're Smartsourcing, and we're hiring a full-time, onsite Accounts Payable & Fleet Administration Officer. You'll protect two things a business can't afford to get wrong: its supplier payments and its fleet.

Where? JEG Tower, Archbishop Reyes, Corner Acacia St., Barangay Kamputhaw, Cebu City, 6000 Cebu

About the Role

You’ll own accounts payable and fleet asset administration for an Australian asset finance business whose vehicle fleet is its main asset. Day to day, you’ll code and enter supplier invoices, prepare the weekly AP payment run, coordinate vehicle settlements and broker commissions, and keep the fleet register current by recording new assets, processing disposals, and preparing depreciation and insurance reconciliations. You’ll also complete the daily spend-side bank reconciliation and reconcile the AP and fleet balance sheet accounts at month end. The role runs on defined controls: you prepare payments but never approve or release them. It suits someone detail-focused and proactive who can manage many suppliers and competing priorities.

Key Responsibilities

Supplier Invoice Processing

Code and enter supplier invoices against the correct entity, account coding, and purchase order, and file invoices in Google Drive.
Process GPS installation and removal invoices against purchase orders and fleet sub-assets.
Process expense claims and company card transactions.
Resolve invoice discrepancies and respond to supplier queries through the central accounts inbox.

Weekly AP Payment Run & Payment Controls

Prepare the weekly AP payment run: review open items, prepare the approval list and ABA file, and load it to the bank for authorisation.
Manage the AP aging report and escalated overdue items.
Prepare payments only; approval and release sit with the Finance Manager or Financial Controller.
Ensure supplier bank detail changes are verified by phone call-back by a second person before any payment is made.

Vehicle Settlements & Broker Commissions

Check dealer and financier invoices against the agreement and payment summary before settlement.
Prepare vehicle settlement and broker commission payments for approval, including second-instalment broker commissions at month end.
Update ClickUp and the weekly payment tracker for each new contract.

Fleet Asset Administration

Record and activate new fleet assets and sub-assets once purchase orders and invoices are in place.
Process fleet asset disposals (returned, sold, and repossessed vehicles), including transfers between entities.
Maintain the fixed asset register and asset build.
Prepare the monthly fleet insurance adds and deletes for the broker, and reconcile the insurance register to the asset register.

Reconciliations & Month-End Close

Complete the daily spend-side bank reconciliation and record payments in the ERP.
Prepare the depreciation and gain/loss on disposal working papers.
Complete company card, expense, and Revolut reconciliations, including Revolut replenishment.
Own and reconcile the payables and fleet balance sheet accounts: AP to supplier open items, fleet at cost, accumulated depreciation, and accruals.
Support the month-end AP close.

Process Documentation & Improvement

Help document and improve AP processes, including SOPs, templates, and automation.

Artificial Intelligence (AI) Readiness and Digital Enablement

Maintain baseline AI literacy and use approved AI tools responsibly, in line with company policies, data privacy, information security, and client confidentiality obligations.
Apply sound judgment by validating outputs and avoiding overreliance, ensuring accuracy and accountability in all work delivered.
Participate in AI readiness trainings and proactively identify opportunities for process improvement through automation and responsible AI integration.

What You'll Need to Succeed

Experience

2-3 years of accounts payable experience, including bank reconciliation
Fleet administration experience a strong advantage
Experience supporting Australian businesses or working in an outsourced finance team preferred

Skills & Behaviours

Close attention to detail in both financial data and asset register accuracy
Proactive, and able to manage many suppliers and competing priorities
Good written communication for internal correspondence
Understanding of internal controls and payment approval workflows

Tools

Strong Microsoft Excel, required
Experience with an asset or fleet ERP system a nice to have
Familiarity with ClickUp, Google Drive, and Revolut helpful

Benefits

Step Into the Smartsourcing Experience

Smartsourcing was created with one mission: to change lives. We're here to ensure that businesses flourish and, just as importantly, that every member of the crew is inspired, supported, and set up to thrive. For the fifth year running, we've been recognized as one of HR Asia's Best Companies to Work For. This award isn't just a title--it's a testament to our commitment to making Smartsourcing an incredible place to build a career.

Why You'll Love Working Here

At Smartsourcing, we believe the best work comes from people who feel seen, heard, and valued. That's why we're all about fostering an environment where you can be your true self. We take pride in being certified as a Great Place to Work, because we know that when you love where you work, extraordinary things happen. Here's just a glimpse of what we offer: