Accounts Payable Coordinator

Essential duties

Champions and advocates a customer service culture in the team to meet or preferably exceed customer expectations.

Ensures all allocated invoices/credits are accurately and efficiently processed into the AP system on a timely basis. This may be by manual or any other electronic means.

• Identify, investigate and resolve medium to complex invoice exceptions on a timely basis so as to meet AP KPIs
• Validates purchase order information relating to invoices and takes further action if necessary

Query Resolution

Delivers Accounts Payable services, information and assistance to customers by:

• Investigating and resolving medium to complex customer queries
• Performing supplier reconciliations when needed to assist with resolving identified problems
• Providing assistance to other Accounts Payable team members to resolve identified problems

Ensures the management of personal work lists to ensure that supplier accounts meet key target outcomes for aged vendor liability by:

• Proactively working with the business and suppliers in the timely resolution of match exceptions
• Ensures valid disputes are documented and communicated to relevant parties
• Escalates where necessary to AP team leader and works with AP team leader to ensure timely resolution of disputes/issues

Identify invoices/credits received, which do not comply with relevant legislation and Canon Asia parameters. Take corrective action to resolve non-compliance and work with business/suppliers to increase compliance.

Ensures that high levels of internal controls are maintained within Accounts Payable by:

• Ensuring that all relevant AP documentation is reviewed on a timely basis and kept up to date as a result of system or process changes

Champions and advocates Canon policies and processes by:

• Actively developing and maintaining strong working relationships with customers (internal and external)
• Coaching and challenging customer actions where appropriate and working to align them with Canon standards

Contributes and works within a team environment to achieve a high quality of work and professionalism

• Provides coaching to other Accounts Payable team members to ensure that a consistent and efficient accounts payable service is maintained
• Backs up other roles in the team or wider team to ensure full customer service can be achieved at all times

Contributes to the ongoing development of Accounts Payable by:

• Identifying and suggesting ideas or opportunities to improve AP processes and work practises

Keep skills and knowledge of the people and the relevant business environment up to date and recommends appropriate training to Manager to ensure that skills and knowledge continue to align with business requirements.

Primary Job Functions

• Manage Vendor (Create/ Maintain Vendor)
• Manage Purchases (Procurement / purchase PO approval)
• Manage Invoicing (Coordinate with vendor/Receive invoices/ matching/checking and submission) Trade
• Manage Invoicing (Coordinate with vendor/Receive invoices/ matching/checking and submission) Non Trade
• Manage Payments

Qualifications

• Bachelor's degree in finance or any related studies
• CMA qualification would be desirable.
• At least 3 – 5 years experience in an accounts payable, purchasing, finance or administration role, preferably within in a large organisation which has a strong customer relationship component
• In-depth knowledge and experience of Accounts Payable and Purchasing systems, processes and practices including working with these in an ERP system
• Sound working knowledge of finance, accounting, and tax concepts, processes, procedures and legislative requirements