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AP/Accounts Assistants (ELL0001)

The Accounts Payable & Accounts Assistant is responsible for managing all accounts payable functions and ensuring the efficient execution of administrative procedures for the organization.

Responsibilities

1. Reports & Internal Controls:

  • Maintain an accurate and up-to-date cash forecasting system.
  • Ensure timely completion of month-end processing and reporting requirements.
  • Investigate and resolve invoice discrepancies and anomalies.
  • Identify and clarify any unusual or questionable invoice items or pricing.
  • Prepare and assess ageing reports, clear outstanding invoices and balances.
  • Run and reconcile reports, including open purchase orders (POs) and received-but-not-invoiced POs.
  • Forecast creditor payments and provide reports to the Finance & Shared Services Manager.

2. Accounts Payable Functions:

  • Process supplier invoices promptly, ensuring authorization aligns with company standards.
  • Reconcile company ledgers and maintain a disciplined payment schedule.
  • Ensure accurate allocation of invoices and adherence to supplier agreements.
  • Establish and maintain an organized filing system for transactional data and correspondence.
  • Process and remit employee expense reimbursements and reconcile petty cash.
  • Reconcile company credit card statements.
  • Manage and process journals for prepayments, intercompany accounts, and fixed assets.
  • Maintain effective communication with suppliers via email and phone

3. Capex & Inventory

  • Reconcile inventory accounts and liaise with warehouse teams for consistency.
  • Process stock adjustments and invoices.
  • Manage outstanding PO accruals.
  • Create and maintain an asset register in Axapta and process periodic depreciation entries.

4. ATO Obligations

  • Calculate and lodge Business Activity Statements (BAS) as required.

5. Shared Services (in collaboration with Accounts Receivable):

  • Collaborate with the Accounts Receivable officer and support the Finance & Shared Services Manager with retail trackers and salon reporting.
  • Welcome visitors to the premises and manage front-desk activities.
  • Ensure the cleanliness and organization of shared spaces, including meeting rooms and the kitchen.
  • Coordinate couriers, mail pickups, and distribution.
  • Manage office supplies, including stationery, groceries, and staff recognition items.
  • Liaise with service providers for building maintenance and equipment repairs.
  • Conduct end-of-day security checks for the premises.
  • Provide general office support and effectively communicate with internal departments and customers.

General

  • Perform additional tasks as directed by management, aligned with your skills and qualifications.
  • Uphold workplace health and safety (WHS) practices.
  • Adhere to all company policies and procedures

 

Qualifications

  • Proven experience in accounts payable.
  • Proficiency in MS Office and familiarity with Axapta (or similar accounting software).
  • Understanding of corporate trading terms and conditions.
  • Experience managing supplier relationships and communications
  • Strong interpersonal and stakeholder management skills.
  • Proficiency in negotiating and achieving results.
  • Excellent written and verbal communication skills.
  • Highly organised, analytical, and detail-oriented.
  • Problem-solving mindset focused on business improvement.
  • Ability to prioritise tasks and meet deadlines.
  • Strategic thinking with a focus on teamwork and collaboration.
  • Professional integrity and a commitment to confidentiality.