Accounts Payable Specialist

POSITION DESCRIPTION

POSITION DETAILS

Job Title:

Accounts Payable Officer

Functional Unit:

Shared Services

Location:

1800 Eastwood

Reporting To:

Accounts Payable Team Leader

No of Direct Reports:

N/A

Employment Status:

Full-time

Level:

N/A

 COMPANY PURPOSE & HOW IT ACHIEVES THIS PURPOSE

The Company adds value to buildings by making them safer, comfortable, more productive and energy efficient at the lowest cost possible

PURPOSE

Provide accounting support for all Group Companies specifically focussing on Accounts Payable duties. Accounts duties pertaining to Group supplier invoice processing and payments, and also assisting Company accountant in End of Month preparation within the company guidelines ensuring the highest level of professionalism and strict levels of discretion and confidentiality are maintained at all times.

POSITION SUMMARY APPLICABLE TO THIS ROLE

Provide accounts payable duties for Group operation and support to management team.

Responsible for timely entry of supplier invoices and credits in line with company policy and procedures, reconciliation of supplier statements and payment of accounts according to reconciliations. Daily action of accounts payable enquires in the AP email. Assistance to Financial Team where applicable, follow up supplier invoice approvals with PTL’s and CRM’s, upload large supplier expenses, maintain vendor files, correspond with creditors and internal staff. Assist with month end closing, review completed work orders and confirm purchase order costs, other general administrative assistance as required.

KEY RESPONSIBILITIES & WORK STANDARDS

No.

Responsibility

WORK STANDARDS

AP Inbox

Review and action emails

Checking AP inbox throughout the day.  Setup and move invoices in daily folder for processing in (Y:) and similarly move statements to monthly folder for reconciliations. Answer payment enquiries or seek answers from Team Leader. Action internal requests

Data Entry

Daily data entry of Supplier Invoices and Credit Notes

Sort, Code, Enter and Upload invoices as per company procedures, close purchase orders and import within month end close deadlines.

Approval Process

Seek Approval for Supplier invoices as per AP processes and follow up Approvals when not received.

 Review construction related invoices and gain approval for invoices over $2000, also seek approval for price variances on cost confirmed PO’s, seek approval for portable a/c’s, expense PO’s etc. Also follow up credit notes with Suppliers

Vendor Files

Maintain Vendor Files

Update ARMS and SAP when supply company details have changed.  Seek approval for new Vendor Requests and complete forms in line with the New Vendor process, then create new Vendor in ARMS

Confirmation of costs

Assist in AR invoicing process by confirming costs on completed work orders

Review completed work orders and confirm the PO costs, request supplier invoices to allow efficient client invoicing

Customer Service

Correspond with creditors and respond to enquiries both internally and externally

Emails are read, and followed up in a timely and proactive manner.

Reconciliation

Reconciliation of Critical Suppliers

Verify Entries in ARMS comparing to supplier statements using system reports and excel

Month End

Assist with Month End closing and reconciliations

Support Team Leader ensuring data entry is completed by deadline and expense invoices are uploaded, AMEX statement reconciled and importing is completed.  Reconcile SAP to ARMS Trial Balance and complete Month End reports when requested.

 WORK HEALTH & SAFETY RESPONSIBILITIES APPLICABLE TO THIS ROLE

MANAGER

EMPLOYEE

Provide, so far as is reasonably practicable, a healthy and safe workplace for workers, contractors and visitors including:

• Regularly monitor the work area.
• Actively review work procedures to ensure all work are performed in a safe manner.
• Actively lead accident/incident investigations for people or areas under your supervision.

Provide adequate instruction, information, supervision and training for employees to perform their work in a safe manner, including:

• Ensure all new employees are provided with an induction to the work area and duties.
• Facilitate the development of safe work instructions for all techniques, processes, equipment and machinery as required.
• Organise for employees to attend safety training courses as required.
• Provide adequate supervision for employees depending on the nature of the tasks and associated roles.

Contribute to workplace health and safety by:

• Maintaining a clean and safe workspace.
• Abide by workplace health and safety policies and procedures
• Promptly reporting any safety incidents, hazards or near misses
• Following all emergency activities
• Providing feedback in safety consultation
• Taking reasonable care to protect self and others in the workplace from harm

DIRECTORS

Ensure, so far as is reasonably practicable, the health and safety of:

• employees, visitors, contractors in the work place or conducting work for the Company, and
• Maintaining a clean and safe workspace.

WORK EXPERIENCE & SKILLS APPLICABLE TO THIS ROLE

Essential

Desirable

Fast and Accurate Data Entry

Excellent computer literacy

3-5 years Accounts Payable experience

Degree or TAFE certificate in Business Admin, Finance

Intermediate MS Office (Outlook, Word, Excel)

SAP experience

PERSONAL QUALITIES & BEHAVIOURAL TRAITS

Essential

Essential

Attention to detail – focused with good listening skills

Excellent written and verbal communication

Self-motivated and proactive – good work ethic

Understanding of corporate behaviour

Ability to work unsupervised and as part of a team

Ability to build rapport, relates well to people

Flexibility in approach with a “can do” attitude

Happy, easy going, unflappable disposition

Behavioural traits expected to be exhibited by all employees are shown below (KBIs)

Diligence – able to apply to a task and meet deadlines

Systems thinking and observant

Diplomatic, Reliable and trustworthy

Customer Focus – deliver solutions

Resilient

KEY BEHAVIOURAL TRAITS EXPECTED OF ALL EMPLOYEES

Key Behaviours Expected of You as a Leader

Key Behaviours

Key Behaviour Indicators (KBI)

We treat each other with respect and dignity

• Listens and acknowledges others’ points of view
• Shares information openly
• Manages emotions under pressure
• Treats others as you would expect to be treated
• Collaborative - works with others as a team

We respect the law and act accordingly

• Knows and follows relevant policies and rules
• Identifies risks and takes action
• Demonstrates sound judgement and integrity

We are fair and honest in our dealings

• Up front and honest with people
• Gives credit where credit is due
• Acts for the good of the team
• Focuses on the issues, not the personalities

We use the organisation’s property responsibly and in the best interests of the organisation and its reputation

• Demonstrates respect for the work environment
• Demonstrates respect for company property
• Demonstrates respect for company values, standards and policies
• Always searches for better ways of doing things

We are responsible for our actions and accountable for their consequences

• Takes ownership for successes and failures
• Leads by example
• Follows up on commitments that have been made
• Embraces change
• Willing to accept additional responsibilities

Join the A-Team and experience the A-Life!