Finance Officer - AP Specialist

Accounts Payable Specialist Offshore · Strata Management & Property Management Position title Accounts Payable Specialist Business units Amity OC Management (strata) and Amity Property Group (property management) Team Manila offshore finance team Position purpose The Accounts Payable Specialist is the offshore processing engine of Amity's accounts payable function across strata management and property management. Based in Manila and working within the offshore finance team, the role captures, codes, matches, and prepares supplier invoices, contractor claims, and owner related disbursements accurately and on time, ready for onshore review, approval, and payment release. Because the ledger includes statutory trust monies held on behalf of Owners Corporations and property management, as well as the group's own operating accounts, accuracy and control are central to the role. The specialist prepares clean, well-supported, fund-correct transactions and payment runs, resolves supplier and coding queries, and escalates anything outside routine processing to the Team Leader and onshore finance team. Approval authority and trust payment release sit with onshore staff; this role's accountability is for the quality and integrity of the work presented to them. Organisational context The role sits within the Manila offshore finance team, reporting to the Team Leader and taking functional direction from the onshore finance team led by the Head of Accounting. It works across time zones with onshore finance, property and strata managers, and directly with suppliers and contractors to keep the payables cycle accurate and current. Systems: Urbanise or StrataSphere (strata trust and levy management), Property Me (property management trust), and Xero (group general ledger). The specialist operates across all of these where payables data originates or is settled. Key responsibilities Invoice processing • Accurately and promptly enter, code, and match supplier invoices and contractor claims across the strata and property management portfolios. • Get relevant approval for invoice processing. • Investigate any incorrect invoices prior to finalising. • Request appropriate payment extension when required. • Ability to read budget and apply corrected codes. Accounts Payable Specialist · Strata & Property Management · Page 1 Amity | Position Description • Allocate every payable to the correct entity, Owners Corporation, plan, or property, and to the correct fund (administrative vs maintenance/sinking) with no cross-fund contamination. • Prepare trust disbursements in line with fund segregation rules, checking available OC balances, so onshore staff can release them within delegated authority. • Maintain a clear audit trail from invoice to approval to payment, sufficient to satisfy trust account audits and external auditors. • Apply correct GST treatment on payables and support BAS/IAS preparation with clean, well-coded data. • Flag any item that would breach fund availability, delegation, or trust rules, and escalate to the Team Leader and onshore finance rather than proceed. • AP arrears management, and investigate and chase up invoices. • Ability to communicate with suppliers to manage any invoice issues. • Keen attention to detail. Reconciliation & month-end • Reconcile the accounts payable subledger to the general ledger and clear the AP clearing and suspense accounts each period. • Reconcile supplier statements, resolve variances, and maintain a clean aged payables position. • Support year-end close with accurate accruals, cut-off, and payables reporting for management review. Controls, supplier management & improvement • Maintain supplier onboarding and master-data integrity, including careful verification of bank details and ABN, applying controls against payment redirection fraud. • Follow documented AP procedures consistently and help keep them current as processes change. Selection criteria Essential • Demonstrated experience in accounts payable, ideally within property, strata, or another trust-account environment. • Sound understanding of trust accounting principles and fund segregation, or the ability to acquire it quickly. • Strong reconciliation skills and attention to detail, with a track record of clean, timely close. • Working knowledge of GST and its application to payables. • Proficiency with accounting and property/strata systems (e.g. Xero, Urbanise, StrataSphere, Property Me) and intermediate Excel. • Clear written and verbal communication, and the confidence to query and escalate rather than process blindly. Desirable • Experience working in a shared-services or offshore finance environment supporting an overseas team. • Relevant qualification. Accounts Payable Specialist · Strata & Property Management · Page 2 Key competencies Amity | Position Description Competency Description Accuracy & control Processes with precision; treats controls and audit trail as non-negotiable Trust & compliance mindset Understands the consequence of trust breaches; escalates uncertainty early Reconciliation discipline Investigates and clears variances to root cause rather than carrying them Coordination Works effectively with the onshore team, managers, and suppliers across time zones Judgement Distinguishes routine processing from items needing review or authority Continuous improvement Seeks better, faster, safer ways to run the AP cycle Performance standards Standard Target Coding & fund accuracy Zero cross-fund or wrong-entity misallocations at review AP reconciliation Subledger to GL and clearing accounts reconciled and cleared each month Aged payables Aged position kept current; disputes actioned within agreed timeframes Audit readiness Complete audit trail; audit queries resolved without material findings Acknowledgement This position description outlines the primary responsibilities and requirements of the role and may be reviewed and updated from time to time to reflect operational needs

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