Job Overview
The Accounts Payable & Accounts Assistant is responsible for managing all accounts payable functions and ensuring the efficient execution of administrative procedures for the organization. This role encompasses the continuous monitoring and control of the creditor ledger, establishment of effective payment processes, accurate processing of supplier invoices, and timely payments to third-party suppliers. Additionally, the role includes coordination of office supplies and building maintenance for the company.
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.