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.