Finance and Accounting Assistant

Job Purpose

The Accounts Payable Accountant is responsible for managing the accounts payable process to ensure accurate recording, reconciliation, and timely settlement of payables. This role ensures compliance with company policies, internal controls, and regulatory requirements while supporting audits, financial reporting, and process improvements. The position also coordinates with vendors and internal departments to resolve payment-related issues and maintain financial accuracy and efficiency.

Key Accountabilities & Responsibilities

The Accounts Payable Accountant reviews, verifies, and processes supplier invoices and employee expense claims. The position ensures that all invoices are properly authorized and coded to the correct accounts, and is responsible for scheduling and executing payments through checks, electronic transfers, or wires in a timely manner. Performance is measured by the accuracy of transactions and adherence to agreed turnaround times for invoice processing.

In vendor management, the role maintains up-to-date vendor records, resolves discrepancies or disputes, responds promptly to vendor inquiries regarding payments and account status, reconciles vendor statements, and monitors outstanding balances. Success in this area is measured by compliance with internal controls during audits, the number of audit findings, and timely submission of compliance reports.

The position is responsible for reconciling the accounts payable subledger to the general ledger on a regular basis, preparing monthly accruals for unpaid expenses and services, and supporting month-end, quarter-end, and year-end closing activities. Vendor reconciliation accuracy, time taken to resolve discrepancies, and the percentage of vendor accounts reconciled monthly are key indicators of performance.

In reporting and analysis, the Accounts Payable Accountant prepares AP aging reports and cash flow forecasts for management review, monitors payment cycles to optimize working capital, and provides ad hoc reports and analyses as needed. Timeliness and accuracy of reports, percentage of payments made on or before the due date, number of late payment penalties, and payment cycle efficiency are important metrics in this area.

The role also supports process improvements and the effective use of accounting systems in accounts payable. The success of these initiatives is measured by the number of process improvements implemented annually, the level of utilization of AP system features, and reduction in manual processing time.

HSE Accountabilities / Job Authority

The Accounts Payable Accountant complies with company Health, Safety, and Environment (HSE) policies and demonstrates safe work practices in daily activities. The role ensures proper handling and safeguarding of financial records to prevent loss, fraud, or data breaches. It determines the accuracy and validity of invoices prior to payment, recommends adjustments for discrepancies in accounts payable transactions, and escalates vendor disputes or issues that may impact payment schedules to the Accounting Supervisor or Manager.

Physical and Mental Demands

The role requires moderately high mental effort, primarily attention to detail and the ability to make decisions on deviations from standard procedures. Physical demands are moderate, consisting mainly of sitting, standing, walking, and conducting training or briefing sessions as needed. The role requires normal vision and hearing (with or without correction), strong verbal and written communication skills, and the stamina to work long hours, overtime, and irregular schedules including weekends, holidays, or varying shifts.

Work Environment

The Accounts Payable Accountant works in a professional office environment, routinely using standard office equipment such as computers and phones. The role requires regular interaction through talking, listening, and collaboration with colleagues and external parties.

Communications and Working Relationships

Internally, the role interacts with all departments. Externally, the position communicates with auditors, regulatory agencies such as the BIR and SEC, banks and financial institutions, vendors and suppliers, and external consultants to ensure accurate reporting, compliance, and resolution of accounting matters.

Qualifications

The position requires a bachelor’s degree in Accountancy, Finance, or a related field. A CPA license is an advantage.

Professional Experience

The ideal candidate has a minimum of one to two years of relevant accounting experience, preferably in accounts payable or general accounting. The candidate should be familiar with ERP or accounting systems such as SAP, Oracle, QuickBooks, or equivalent, and have strong proficiency in MS Excel including pivot tables, VLOOKUP, and formulas. Exposure to regulatory compliance requirements, including BIR filings, VAT, and withholding taxes, is preferred. Experience in financial audits, reconciliations, and reporting is an asset.

Technical Competencies

The role requires the ability to use accounts payable systems to accurately record, track, and reconcile transactions. It also requires skills in data analysis and reporting, including preparation and review of AP aging, accruals, and cash flow reports for management. The candidate must maintain complete and auditable financial documentation in accordance with company policies.

Functional Competencies

The Accounts Payable Accountant ensures accurate, timely, and compliant processing of invoices, payments, and payables documentation. The role maintains accurate vendor records, resolves payment-related inquiries and discrepancies, supports accurate reconciliation and period-end closing activities, and produces reliable payables reports to assist with working capital monitoring.