AR & AP Specialist

Australian Outsource Desk Inc.; Philippines; On-site; PHP 300,000 - 420,000; Full time

Benefits offered by this job

HMO Benefit

Complete mandated benefits

Job summary

Australian Outsource Desk Inc. is seeking an AR & AP Specialist to join the team in Angeles City, Philippines, on a Monday-to-Friday, 7:00am–4:00pm schedule.

This office-based role offers a competitive salary package negotiable by experience and includes HMO and mandated benefits. The role covers accounts receivable and payable, invoice reconciliation, labour hour checks in Procore, payroll processing, and rental property invoicing.

Qualifications

• Prior experience in an administrative accounting role including accounts receivable/payable and bookkeeping.
• Professional attitude with strong organisational and communication skills and ability to interact well with others.
• Thorough understanding of financial and business systems.

Responsibilities

• Manage Accounts Receivable: process payments and record in the financial system; allocate payments to codes, clients, and projects.
• Accounts Payable: review invoices, verify vendor details, resolve discrepancies, and prepare weekly payable reports.
• Invoice reconciliation: daily reconciliation of receivables/payables and escalate discrepancies within 24 hours.
• Labour hour checks: ensure Site Diaries and Timecards are completed and verify against invoices in Procore.
• Payroll: process payroll for permanent staff weekly and capture leaves.
• Balancing rental property invoices: reconcile monthly invoices and prepare tenant ledgers and reports.
• Email management: maintain orderly accounts inbox and file communications daily.
• General administrative support: filing, reporting, and timely communications.

Skills

Verbal & written communication

Organisational skills

Attention to detail

Tools

Xero

Onecore

Procore

Microsoft Office

Job description

Australian Outsource Desk Inc. is currently hiring for an AR & AP Specialist to join our team immediately!

Details:

• Monday to Friday

• Office-based (Plaza Victoria Building, Sto. Domingo, Angeles City)

• 7:00am to 4:00pm schedule

• Competitive Salary Package (Negotiable based on experience)

• HMO Benefit

• Complete mandated benefits

QUALIFICATIONS:

• Prior experience within an administrative accounting role, Accounts receivables/ payables, bookkeeping role.

• Possess a professional attitude, strong organisational skills, verbal and written communication skills, and the ability to interact well with others

• Must possess thorough understanding of financial and business systems.

• This position also requires a working knowledge of Microsoft Office, Xero, Onecore and Procore.

• Excellent Communication: Clear, concise, and professional communication (written & verbal) is paramount.

• Strong Work Ethic: High self-discipline, time management, and the ability to work independently and proactively.

• Technical Proficiency: Expertise in computer software, email and a willingness to learn new technologies.

• Adaptability & Flexibility: Ability to adjust to changing priorities, work independently, and thrive in a remote environment.

• Attention to Detail & Accuracy: Meticulous attention to detail in all tasks, ensuring accuracy and minimising errors.

• Positive & Collaborative: Brings a positive and collaborative attitude, contributing to a positive work culture.

TOOLS:

• Accounting Software: Xero and Onecore

• Cloud Storage & File Management: Dropbox

• Communication & Collaboration Tools: Outlook, WhatsApp, Telephone

• Microsoft Office Suite: Primarily Excel, Word, Teams and Outlook.

• Project Management Software: Procore

DETAILED JOB DESCRIPTION:

Accounts Receivable:

• Process incoming payments, ensuring accurate and quick recording in the financial system.

• Allocate payments to the correct codes, clients, projects and/or divisions and maintain proper documentation.

Accounts Payable:

• Receive, review and action all incoming invoices to ensure they are processed and filed accurately.

• Business name, address, valid ABN, GST status as a minimum.

• Resolve any discrepancies, missing invoices, receipts or payments daily by investigating and coordinating with vendors, clients or staff as needed.

• Ensure that weekly accounts payable reports are provided to the Managing Director and Contract Administrator every Tuesday.

• Prepare and load ABA file to Commbiz every Thursday for approval by Managing Director.

Invoice Reconciliation:

• Reconcile receivables and payables daily within the system.

• Flag any discrepancies and escalated to appropriate parties for resolution within 24hrs.

• Cross check invoices against statements on a monthly basis.

Labour Hour Check & Balances:

• Ensure Site Diaries and Timecards are completed daily.

• Follow up and track discrepancies.

• Verify submitted labour hours submitted on direct labourer invoices against Site Diaries and Timecards within Procore.

• Ensure consistency in labour hour tracking for payroll and invoicing purposes.

• Flag any discrepancies and escalated to appropriate parties for resolution.

• Formulate and distribute report to Managing Director and Contract Administrator for weekly review every Wednesday.

Payroll

• Process payroll for permanent staff on Wednesday of each week.

• Ensure all leave entitlements are captured correctly.

Balancing Rental Property Invoices:

• At the end of every month reconcile rental property invoices (payable and receivables) ensuring charges align with tenant agreements.

• Verify accuracy and timeliness of rental-related payments.

• Flag any discrepancies and escalated to appropriate parties for resolution.

• Formulate and distribute report to Managing Director for review by the first Tuesday of every month.

• Formulate and distribute rental ledgers for tenants.

Email Management & Organisation:

• Maintain an orderly and well-organised Accounts email inbox.

• Ensure that all incoming emails are processed and filed for future reference daily. The only remaining invoices within the Inbox should be emails with pending queries.

General Administrative Support:

• Manage day-to-day administrative tasks such as document filing and managing, formulating and distributing reports.

• Respond to enquiries and manage communications in a timely and professional manner.

• Keep all financial records, invoices, and client details up-to-date and easily accessible through cloud storage or internal systems.