AP & Travel Administration Specialist (Night Shift)

4 days ago

Makati City, National Capital Region, Philippines Cooee Inc Full time

NIGHT SHIFT | Fulltime | Makati (Hybrid)

About the Role

We have partnered with a manufacturing and importing company based in California. With over 30 years of experience, the company specializes in providing high-quality products at competitive prices, enabling customers to pass savings on to their own clients. Their flagship brand offers a diverse range of products, including cookware, appliances, decorative items, and household gadgets.

The AP & Travel Administration Specialist will be responsible for managing and processing the company's accounts payable transactions with accuracy, efficiency, and compliance. This includes handling invoice processing, vendor payments, reconciliations, expense reports, and documentation. The role also covers managing employee travel arrangements, ensuring cost-effectiveness and smooth coordination. This position reports directly to the Controller/CEO.

Why Cooee

Because we believe in the power of human connection. Because we are committed to flourishing human potential. Because we dream of a world where each one of us walks along the path to who we are and the best that we can be. This is Why we do What we do To be a part of transformation one person, one community, one business at a time.

We are One Team committed to investing in relationships fueled by trust and anchored on the One Shared Vision to transform through connection. We believe this is where the strength of Cooee and our partnerships lie in having clarity and conviction in purpose.

What you'll be working on:

  • Process high volume of invoices with accuracy and timeliness
  • Prepare and process weekly check runs, ACH, and wire transfers
  • Issue payments to vendors, factories, and manufacturers (local and overseas)
  • Review and route invoices for approvals in compliance with policies
  • Post invoices related to utilities, leases, and other expenditures
  • Reconcile monthly credit card statements and vendor accounts
  • Match purchase orders, receiving documents, and invoices (3-way match)
  • Maintain vendor records, respond to inquiries, and resolve discrepancies
  • Ensure proper documentation and support audit requirements
  • Monitor accounts for timely payments and available discounts
  • Coordinate with internal departments and external vendors

Travel Planning

  • Organize, manage, and optimize all aspects of employee business travel
  • Obtain CEO approvals for travel requests
  • Book flights, hotels, rental cars, and other travel arrangements
  • Prepare and manage detailed itineraries, including group and executive travel
  • Handle travel changes, cancellations, and rebooking
  • Maintain travel-related documentation, forms, and approvals
  • Record trips in the company public calendar

What we're looking for:

  • At least 5 years of experience in Accounts Payable or general accounting
  • Strong understanding of accounting principles and AP processes
  • Proficiency in accounting systems (QuickBooks, SAP, Oracle) and MS Excel
  • High attention to detail, accuracy, and confidentiality
  • Strong organizational and time management skills
  • Excellent written and verbal communication skills
  • Ability to work independently and collaboratively in a fast-paced environment
  • Comfortable working on a Night Shift schedule following Pacific Standard Time (PST).

Preferred Skills

  • Experience in manufacturing, logistics, or wholesale industries
  • Knowledge of Accounts Receivable processes
  • Familiarity with 3-way match (purchase orders, receiving reports/receipt, invoice)
  • Knowledge of sales tax and vendor compliance (e.g., W-9s)
  • Strong sense of urgency, adaptability, and multitasking skills

Job Type: Full-time, Night Shift (10pm - 7am)

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