Accounts Payable Specialist

Acquire.AI; Quezon City; Hybrid; PHP 240,000 - 360,000; Full time

Job summary

Acquire.AI is seeking an Accounts Payable Officer to support group supplier invoice processing, payments and related month-end activities. You will manage AP emails, code and upload invoices, and follow up on approvals while maintaining vendor records and ensuring accuracy across ARMS and SAP.

The role requires attention to detail, 3–5 years in AP, and strong MS Office skills. Join a dynamic shared services team in a fast-paced environment.

Qualifications

• Minimum 3–5 years of Accounts Payable experience.
• Fast and accurate data entry with high attention to detail.
• Proficient in MS Office; SAP experience preferred.
• Degree or TAFE certificate in Business Admin or Finance.
• Excellent written and verbal communication.

Responsibilities

• Review AP emails and process supplier invoices and credits in a timely manner.
• Code, enter and upload invoices; close purchase orders; ensure month-end deadlines.
• Seek approvals for invoices per AP processes and follow up on approvals.
• Maintain Vendor Files; update ARMS and SAP when vendor details change.
• Reconcile supplier statements; assist with month end close; support financial team as needed.
• Respond to supplier inquiries and coordinate with creditors and internal staff.

Skills

Fast data entry

Excellent computer literacy

Accounts Payable experience

MS Office

SAP experience

Education

Degree or TAFE certificate in Business Admin/Finance

Tools

SAP

Job description

POSITION DESCRIPTION**POSITION DETAILS****Job Title:**Accounts Payable Officer**Functional Unit:**Shared Services**Location:**1800 Eastwood**Reporting To:**Accounts Payable Team Leader**No of Direct Reports:**N/A**Employment Status:**Full-time**Level:**N/A **COMPANY PURPOSE & HOW IT ACHIEVES THIS PURPOSE*****The Company adds value to buildings by making them safer, comfortable, more productive and energy efficient at the lowest cost possible*****PURPOSE**Provide accounting support for all Group Companies specifically focussing on Accounts Payable duties. Accounts duties pertaining to Group supplier invoice processing and payments, and also assisting Company accountant in End of Month preparation within the company guidelines ensuring the highest level of professionalism and strict levels of discretion and confidentiality are maintained at all times.**POSITION SUMMARY APPLICABLE TO THIS ROLE**Provide accounts payable duties for Group operation and support to management team.Responsible for timely entry of supplier invoices and credits in line with company policy and procedures, reconciliation of supplier statements and payment of accounts according to reconciliations. Daily action of accounts payable enquires in the AP email. Assistance to Financial Team where applicable, follow up supplier invoice approvals with PTL’s and CRM’s, upload large supplier expenses, maintain vendor files, correspond with creditors and internal staff. Assist with month end closing, review completed work orders and confirm purchase order costs, other general administrative assistance as required.**KEY RESPONSIBILITIES & WORK STANDARDS****No.****Responsibility****WORK STANDARDS****AP Inbox**Review and action emailsChecking AP inbox throughout the day. Setup and move invoices in daily folder for processing in (Y:) and similarly move statements to monthly folder for reconciliations. Answer payment enquiries or seek answers from Team Leader. Action internal requests**Data Entry**Daily data entry of Supplier Invoices and Credit NotesSort, Code, Enter and Upload invoices as per company procedures, close purchase orders and import within month end close deadlines.**Approval Process**Seek Approval for Supplier invoices as per AP processes and follow up Approvals when not received. Review construction related invoices and gain approval for invoices over $2000, also seek approval for price variances on cost confirmed PO’s, seek approval for portable a/c’s, expense PO’s etc. Also follow up credit notes with Suppliers**Vendor Files**Maintain Vendor FilesUpdate ARMS and SAP when supply company details have changed. Seek approval for new Vendor Requests and complete forms in line with the New Vendor process, then create new Vendor in ARMS**Confirmation of costs**Assist in AR invoicing process by confirming costs on completed work ordersReview completed work orders and confirm the PO costs, request supplier invoices to allow efficient client invoicing**Customer Service**Correspond with creditors and respond to enquiries both internally and externallyEmails are read, and followed up in a timely and proactive manner.**Reconciliation**Reconciliation of Critical SuppliersVerify Entries in ARMS comparing to supplier statements using system reports and excel**Month End**Assist with Month End closing and reconciliationsSupport Team Leader ensuring data entry is completed by deadline and expense invoices are uploaded, AMEX statement reconciled and importing is completed. Reconcile SAP to ARMS Trial Balance and complete Month End reports when requested. **WORK HEALTH & SAFETY RESPONSIBILITIES APPLICABLE TO THIS ROLE****MANAGER****EMPLOYEE**Provide, so far as is reasonably practicable, a healthy and safe workplace for workers, contractors and visitors including:* Regularly monitor the work area.* Actively review work procedures to ensure all work are performed in a safe manner.* Actively lead accident/incident investigations for people or areas under your supervision.Provide adequate instruction, information, supervision and training for employees to perform their work in a safe manner, including:* Ensure all new employees are provided with an induction to the work area and duties.* Facilitate the development of safe work instructions for all techniques, processes, equipment and machinery as required.* Organise for employees to attend safety training courses as required.* Provide adequate supervision for employees depending on the nature of the tasks and associated roles.Contribute to workplace health and safety by:* Maintaining a clean and safe workspace.* Abide by workplace health and safety policies and procedures* Promptly reporting any safety incidents, hazards or near misses* Following all emergency activities* Providing feedback in safety consultation* Taking reasonable care to protect self and others in the workplace from harm**DIRECTORS**Ensure, so far as is reasonably practicable, the health and safety of:* employees, visitors, contractors in the work place or conducting work for the Company, and* Maintaining a clean and safe workspace.**WORK EXPERIENCE & SKILLS APPLICABLE TO THIS ROLE****Essential****Desirable**Fast and Accurate Data EntryExcellent computer literacy3-5 years Accounts Payable experienceDegree or TAFE certificate in Business Admin, FinanceIntermediate MS Office (Outlook, Word, Excel)SAP experience**PERSONAL QUALITIES & BEHAVIOURAL TRAITS****Essential****Essential**Attention to detail – focused with good listening skillsExcellent written and verbal communicationSelf-motivated and proactive – good work ethicUnderstanding of corporate behaviourAbility to work unsupervised and as part of a teamAbility to build rapport, relates well to peopleFlexibility in approach with a “can do” attitudeHappy, easy going, unflappable dispositionBehavioural traits expected to be exhibited by all employees are shown below (KBIs)Diligence – able to apply to a task and meet deadlinesSystems thinking and observantDiplomatic, Reliable and trustworthyCustomer Focus – deliver solutionsResilient **KEY BEHAVIOURAL TRAITS EXPECTED OF ALL EMPLOYEES****Key Behaviours Expected of You as a Leader****Key Behaviours****Key Behaviour Indicators (KBI)**We treat each other with respect and dignity* Listens and acknowledges others’ points of view* Shares information openly* Manages emotions under pressure* Treats others as you would expect to be treated* Collaborative - works with others as a teamWe respect the law and act accordingly* Knows and follows relevant policies and rules* Identifies risks and takes action* Demonstrates sound judgement and integrityWe are fair and honest in our dealings* Up front and honest with people* Gives credit where credit is due* Acts for the good of the team* Focuses on the issues, not the personalitiesWe use the organisation’s property responsibly and in the best interests of the organisation and its reputation* Demonstrates respect for the work environment* Demonstrates respect for company property* Demonstrates respect for company values, standards and policies* Always searches for better ways of doing thingsWe are responsible for our actions and accountable for their consequences* Takes ownership for successes and failures* Leads by example* Follows up on commitments that have been made* Embraces change* Willing to accept additional responsibilities