Accounts Payable Associate

2 weeks ago

Makati City, National Capital Region, Philippines FABTECH GROUP OF COMPANIES Full time

The Accounts Payable Associate is responsible for ensuring that all company obligations to suppliers, contractors, employees, and service providers are processed accurately, completely, and on time. The role involves invoice verification, payment preparation, utilities and reimbursements processing, liquidation review, and compliance with accounting policies and government regulations. The position supports smooth operations by maintaining strong internal controls and accurate records of all payables and disbursements.

Duties and Responsibilities:

A. Invoice and Document Processing

  • Receive, review, and verify supplier invoices, delivery receipts, purchase orders, and other supporting documents.

  • Ensure completeness, accuracy, and proper approval of all payables before processing.

  • Match invoices to purchase orders and goods receipt reports.

  • Maintain organized files of all accounts payable documents for future & audit reference.

B. Payment Preparation and Processing

  • Prepare payment vouchers based on approved invoices and requests.

  • Schedule and process payments in accordance with company payment terms and cash flow availability.

  • Handle all disbursement-related payments including utilities, reimbursements, liquidations, and supplier payables.

  • Coordinate with Treasury for check preparation, signature routing, and bank transactions.

  • Ensure timely settlement of utilities (electricity, water, internet, telephone, etc.) to avoid service interruptions.

  • Process employee reimbursements and petty cash liquidations accurately and on time.

  • Verify completeness and validity of liquidation reports before processing reimbursement or replenishment.

C. Supplier and Account Reconciliation

  • Reconcile supplier statements with company records monthly to ensure accuracy.

  • Address supplier inquiries, disputes, or billing discrepancies in a professional and timely manner.

  • Maintain updated supplier records, contact details, and payment terms.

  • Monitor aging of accounts payable and report overdue balances

D. Compliance and Reporting

  • Ensure all payables are properly supported and compliant with BIR and internal requirements.

  • Prepare withholding tax certificates (Form 2307) for suppliers and ensure timely release.

  • Submit monthly and quarterly Accounts Payable summaries and schedules to the Accounting Supervisor and/or Accounting Head.

  • Support internal and external audit requirements related to payables.

E. Coordination and Operational Support

  • Collaborate with Purchasing, Receiving, and Treasury departments for payment and documentation flow.

  • Monitor utilities, rentals, and other recurring expenses to avoid service interruptions.

  • Participate in process improvement initiatives for payment efficiency and control.

  • Maintain confidentiality and integrity of financial data.

Regular Reporting Deliverables

  • Accounts Payable Aging Report (Monthly) to Accounting Supervisor / Accounting Head
  • Supplier Reconciliation Summary (Monthly) to Accounting Supervisor
  • Payment Schedule Report (Weekly) to the Treasury Department
  • Audit Schedules for Accounts Payable (Annual) to External Auditor
  • Reimbursement & Liquidation Monitoring Report (Monthly) to Accounting Supervisor / Accounting Head

Performance Indicators

  • 100% on-time and accurate processing of payables and payments.

  • No delayed, duplicate, or erroneous disbursement payments.

  • Utilities, reimbursements, and liquidations are processed within approved turnaround time.

  • Supplier accounts are reconciled and updated monthly.

  • Compliance with BIR documentation and filing deadlines.

  • Well-maintained records, organized files, and zero audit findings related to payables

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