Accounts Payable and Fleet Administration Officer

Smartsourcing

Philippines

On-site

PHP 420,000 - 540,000

Full time

2 days ago

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Benefits offered by this job

Healthcare from Day 1 for you and your

Free lunch and barista-crafted coffee

5-day Christmas Leave

Night shift differential

Job summary

Smartsourcing in Cebu City is seeking a full-time, onsite Accounts Payable & Fleet Administration Officer. You will manage supplier invoices, weekly payment runs, and fleet records for an Australian asset-finance business.

The role emphasizes accuracy, controls, and working with multiple suppliers while coordinating settlements and depreciation schedules. Responsibilities include AP data entry, weekly payment runs, fleet asset activation and disposals, reconciliations at month end, and

Qualifications

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

Responsibilities

Code and enter supplier invoices against the correct entity and PO.
Prepare the weekly AP payment run and related controls.
Coordinate vehicle settlements and broker commissions.
Maintain the fleet asset register and depreciation/insurance reconciliations.
Complete day-to-day reconciliations and month-end close for AP and fleet.

Skills

Accounts payable

Fleet administration

Australian businesses experience

Tools

Excel

ClickUp

Google Drive

Revolut

Job description

About the job Accounts Payable and Fleet Administration Officer

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 elevate 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

About

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: