Accounts Payable Officer

Purpose of the Role

This role is responsible for the creation, maintenance, and governance of vendor master data across all Spotlight Retail Group brands and entities, while also providing Accounts Payable support for New Zealand sundry vendors.

The successful candidate will have strong data entry capabilities, exceptional attention to detail, and experience working within ERP systems, preferably SAP. Experience with OCR invoice processing and workflow systems will be highly regarded.

Reporting to the AP Team Leader, this role supports the Australian, New Zealand, and Singapore business entities by ensuring vendor data integrity and efficient processing of supplier invoices.

Key Responsibilities

Vendor Master Management

• Create and maintain vendor master records in SAP in accordance with approved governance standards and policies.

• Execute and enforce the vendor master governance framework across all entities, ensuring accuracy, completeness, and integrity of vendor data.

• Perform independent verification of supplier banking details in line with fraud prevention controls.

• Ensure all vendor master changes are supported by appropriate validation, documentation, and approval in line with governance requirements.

• Perform regular data quality checks to identify duplicate, incomplete, or incorrect vendor records and drive timely resolution.

• Maintain a complete and auditable record of all vendor master changes to support internal and external audit requirements.

• Monitor compliance with vendor governance policies and proactively identify, investigate, and escalate control breaches or data risks.

• Manage the vendor lifecycle, ensuring accurate status maintenance (active, blocked, inactive) to support correct financial and operational outcomes.

• Respond to vendor master queries and provide guidance to internal stakeholders on vendor setup, data requirements, and governance standards.

• Identify opportunities to improve vendor master processes, controls, and data quality outcomes.

New Zealand Accounts Payable

• Process supplier invoices accurately and efficiently using the OCR invoice processing system.

• Manage and resolve exceptions and fallouts from scanned invoices.

• Liaise with suppliers and internal stakeholders to resolve invoice and payment-related queries.

• Assist with the implementation, optimisation, and ongoing enhancement of invoice workflow and OCR processes.

• Support month-end activities and ensure invoices are processed within agreed service levels.

• Build and maintain positive supplier relationships while delivering a high level of customer service.

Skills and Experience

The ideal candidate will possess:

• Previous experience in Vendor Master, Accounts Payable, or a similar finance administration role.

• Experience using SAP (preferred).

• Experience working with OCR invoice processing and workflow systems (highly desirable).

• Strong knowledge of Microsoft Office applications, particularly Excel.

• Excellent data entry skills with a high level of accuracy and attention to detail.

• Strong verbal and written communication skills.

• Excellent organisational and time management skills with the ability to manage competing priorities.

• A proactive approach to problem-solving and continuous improvement.

• A positive, adaptable, and team-oriented attitude with a strong customer service focus.