Accounts Payable Executive

Qualifications

• Required a Bachelor's degree in Accounting, Finance, Economics, or related field
• 2–4 years of experience in accounts receivable, billing or general accounting
• Good to have CPA license but not required
• Well versed in GAAP and other accounting principles and practices
• Demonstrates a highly motivated and technology-driven attitude

Who you are

You are the Accounts Payable Executive (APE) of Odd Group.

As the Accounts Payable Executive, you will play a critical and central role in the comprehensive management and execution of the organization's accounts payable functions. Your position encompasses a wide array of activities, which include the processing of invoices, diligent management of payments to vendors and suppliers, and thorough reconciliation of all accounts payable transactions.  

A key aspect of your role is ensuring compliance with company policies, established procedures, robust internal controls, and all relevant regulatory standards. You will maintain accurate and up-to-date financial records, perform regular and detailed account reconciliations, and ensure timely and accurate remittance of payments to all vendors and suppliers. Your proactive approach is essential for maintaining strong vendor relationships and avoiding any potential financial penalties or disruptions. You will actively optimize the company's cash flow through strategic payment scheduling and efficient management of liabilities, while simultaneously cultivating and nurturing robust, long-term relationships with vendors and suppliers. These relationships are vital for securing favorable terms, resolving issues efficiently, and ensuring a stable supply chain.

Effective collaboration is crucial, involving seamless interaction with internal finance, purchasing, procurement, and operations teams, as well as professional communication with external vendors and suppliers. To optimize accounts payable, leverage technology to implement innovative solutions that streamline processes, enhance efficiency, and reduce manual effort. Maintain high levels of accuracy and efficiency in all financial record-keeping to support the group's strategic objectives. 

What You Do

Your core responsibilities will include, but are not limited to:

Invoice Management and Processing

• Review, verify, and process vendor invoices and supporting documentation for accuracy, completeness, and proper authorization as well as the cash advances and budget allocation requests of staff.
• Match invoices to purchase orders and receiving documents, and resolve discrepancies promptly.
• Enter invoice data into the accounting system for payment processing.
• Verify appropriate authorization and coding for all invoices, internal cash advances,  and budget allocation requests.

Payment Management and Processing

• Prepare, schedule,  and process payment checks and electronic bank payments and transfers.
• Maintain and monitor payment schedules to ensure timely disbursements and avoid late fees.
• Address and resolve discrepancies or payment inquiries from vendors/suppliers and internal stakeholders.

Account Reconciliation and Reporting

• Reconcile vendor/supplier statements to ensure accounts are accurate and up to date.
• Maintain detailed records of transactions and reconciliations.
• Assist in month-end and year-end closing by reconciling accounts payable records.
• Generate and maintain accounts payable aging reports and payment activity summaries.

Compliance and Internal Controls

• Maintain organized and accurate records of invoices, payments, and correspondences.
• Ensure compliance with company policies, financial regulations, statutory and tax reporting requirements (e.g. BIR VAT, EWT BIR Form 2307 reporting).
• Monitor the issuance of checks for the proper safekeeping and accounting of unused check booklets.
• Implement and monitor internal controls to safeguard company assets and prevent fraud.
• Collaborate with auditors to support internal and external audit requests for documentation and information to ensure accuracy and compliance.

Process Improvement and Technology Utilization

• Identify and implement opportunities for process automation and efficiency improvements within the AP workflow and implement best practices.
• Stay informed about changes in accounting regulations, emerging technologies and best practices in accounts payable management.
• Utilize accounts payable automation tools, software and systems like Xero and GreatDay to streamline processes, enhance accuracy and reduce manual effort.
• Collaborate with the finance team to streamline workflows and enhance efficiency.

What You Are Good At

• Strong understanding of accounting principles and practices, particularly in accounts payable management
• Knowledge of credit and collection laws and regulations is beneficial
• Familiarity with AP automation tools and electronic payment platforms
• Advanced Microsoft Excel skills, including data analysis and pivot tables
• Knowledge of accounts payable workflows, tax compliance and vendor management
• Excellent communication and interpersonal skills for effective interaction with vendors/suppliers and internal stakeholders
• Attention to detail and accuracy in processing invoices and payments
• Excellent organizational and time management skills
• Ability to work independently and collaboratively in a team environment
• Ability to prioritize tasks, manage workload efficiently and meet deadlines in a fast-paced environment