Accounts Payable Officer

2 days ago

Quezon City, National Capital Region, Philippines Phoenix Stone Enterprises Full time ₱400,000 - ₱800,000 per year

The Accounts Payable Officer is responsible for managing and overseeing all company disbursement and payment-related activities to ensure accuracy, completeness, and compliance with internal financial controls and regulatory requirements. This role ensures that all vendor invoices, employee reimbursements, and other payables are processed efficiently, accurately, and in a timely manner. The Accounts Payable Officer also assists in maintaining proper financial records and supports the month-end closing and audit processes.

Job Description:

1. Invoice and Payment Processing

  • Receive, review, and validates invoices and supporting documents to ensure accuracy, completeness, and proper authorization in accordance with company policies.
  • Manages the full accounts payable process, ensuring timely settlement of invoices and related financial obligations.
  • Records all disbursement transactions in the accounting system (e.g., Zayls, QuickBooks, or equivalent platforms) in a timely and accurate manner.
  • Verifies and matches purchase orders, delivery receipts, and sales invoices to confirm validity and compliance with established procedures.
  • Prepares and processes payments through various approved methods such as checks, online transfers, and other authorized channels.
  • Maintains up-to-date records of all accounts payable transactions and ensures that all supporting documentations are properly filed, secured and readily accessible for audit and reference purposes.

2. Vendor and Supplier Management

  • Maintains an updated and accurate vendor master file containing complete information such as contact details, payment terms and bank account data.
  • Responds promptly to vendor inquiries, ensuring timely reconciliation of vendor statements and resolution of any discrepancies.
  • Monitors vendor accounts to ensure that payments are current and prevent any disruption or supply continuity.
  • Assist in negotiating favorable payment terms and address billing issues or disputes in a timely and professional manner.

3. Expense Monitoring and Reconciliation

  • Reviews and validates employee expense reports, petty cash replenishments, and cash advances to ensure accuracy, completeness and compliance with established company policies and procedures.
  • Performs regular reconciliation of accounts payable transactions and prepares detailed schedules and reports to support monthly financial closing and management reporting.
  • Ensures that all payables and expenses are properly classified and recorded under the appropriate expense accounts to maintain proper accounting and financial reporting standards.

4. Compliance and Internal Control

  • Adheres to the company's financial policies, internal control procedures, and established approval hierarchies governing disbursement and payment transactions.
  • Supports both internal and external audit activities  by preparing and providing accurate schedules, reconciliations and relevant documentation as required.
  • Ensures full compliance with applicable accounting standards, tax regulations, and other government reporting regulations to uphold the company's financial integrity and legal obligations.

5. Reporting and Process Improvement

  • Prepares and submits periodic accounts payable reports and summaries to management for review and decision-making.
  • Identifies opportunities for process improvement and implement efficient measures in disbursement and payment processes.
  • Assist in the preparation of cash flow forecasts, budget plans and other financial analysis related to accounts payable activities.

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