Vendor Management and AP Receiving Assistant Manager

Concepcion Business Services, Inc.; Muntinlupa; On-site; PHP 600,000 - 960,000; Full time

Job summary

Concepcion Business Services, Inc. in the Philippines is seeking a skilled Finance Operations Lead to manage end-to-end SOA reconciliation and validate supplier reconciliations prepared by the Vendor team.

You will ensure scheduling, frequency adherence, and timely closure of issues across AP and Receiving processes. You will oversee VIIS usage, monitor SLA/OLA results, lead governance meetings, build strong vendor relationships, and drive continuous STP process improvements while coaching

Responsibilities

• Manage end-to-end SOA reconciliation and validate supplier reconciliations.
• Prepare schedules and reconcile AP accounts; review aging beyond 60 days.
• Oversee Receiving Team processes and ensure timely receiving per statutory rules.
• Review reports on received and pending invoices.
• Monitor VIIS usage and ensure timely invoice status updates.
• Prepare monthly SLA/OLA results for all entities.
• Lead monthly governance meetings with LE to discuss metrics and reconciling.
• Manage communications and relationships with vendors/third parties.
• Resolve vendor-related issues.
• Manage exceptions and collaborate with other functions to close issues.
• Address daily process gaps in the team.
• Ensure performance metrics and SLAs are met.
• Escalate and intervene to fix structural gaps and provide recommendations.
• Coordinate completion of team projects and key programs.
• Refine STP process based on SLA performance and feedback.
• Motivate direct reports and manage resources to meet performance.
• Demonstrate strong decision-making when assessing risks and rewards.
• Ensure standards are in place and complied with.
• Revisit standards and update based on data like volume and complexity.

Job description

• Manage the end-to-end SOA reconciliation process and validate Suppliers’ Account Reconciliation (SOA) prepared by the Vendor SOA Reconciliation Associate. Ensure that the reconciliation is happening based on assigned frequency and schedule.

• Prepare schedule and reconciliation of AP accounts and ensure that no reconciling items are aging beyond 60 days and in-charge on the review of AP accounts reconciliation to legal entities

• Oversee the processes in Receiving Team and ensure and timely receiving accuracy based on Statutory requirements before forwarding to AP-Delivery for processing.

• Review the report on received and pending invoices provided by the team.

• Monitor the utilization of Vendor Invoice Input System (VIIS) and ensure that status of the invoices is being updated timely.

• Prepare monthly on SLA/OLA results for all entities

• Handle monthly governance meeting with LE to discuss metrics results, update on accounts recon and other STP operational concerns.

• Manage communications and relationship with vendors and/or other third-party business partners.

• Resolve issues that may occur with vendors and/or other third-party business partners.

• Manage exceptions and collaboratively work with other functions across the organization to ensure correct and timely closure of issues.

• Address process gaps that arise when performing daily operational activities for the team

• Ensure performance metrics and SLAs are met

• Escalate and call for intervention to fix structural gaps and provide recommendations.

• Coordinate and follow up completion of the team’s assigned special projects and key programs.

• Continuously assess and refine STP process based on SLA performance and customer feedback.

• Motivate and empower direct reports; Manage resources accordingly to deliver the required performance and flag resourcing constraints.

• Excellent decision-making skills when assessing risks and rewards.

• Ensure standards are in place and complied with.

• Revisit established standards and evaluate applicable revisions/updates based on relevant data (e.g., transaction volume, request complexity, exception volume, etc.)