Accounts Payable Assistant

Job description

Primary Purpose of the Role The Accounts Payable Assistant is responsible for providing administrative and transactional support to the Accounts Payable function to ensure supplier invoices, credit notes, reconciliations, and financial records are processed accurately and efficiently. Based in Manila and supporting the corporate Finance team in Perth, Western Australia, the role performs high-volume data entry, invoice processing, supplier statement reconciliations, and accounts payable administration activities in accordance with Company policies, financial controls, and established procedures. The position plays a key role in maintaining accurate financial records, supporting supplier account management, and ensuring the timely processing of accounts payable transactions. Key Functions Process supplier invoices, credit notes, and supporting documentation accurately and within required timeframes. Upload and maintain accounts payable documentation within relevant Company systems and document management platforms. Perform high-volume data entry of accounts payable transactions, ensuring accuracy, correct coding, and data integrity. Assist with the review and processing of purchase order variances and invoice discrepancies. Reconcile supplier statements and investigate outstanding invoices, credits, discrepancies, and account queries. Process supplier credits and ensure supplier accounts are maintained accurately. Conduct batch checking and quality assurance reviews of accounts payable transactions to identify invoice, pricing, coding, date, and data entry errors. Escalate processing anomalies, recurring errors, and compliance concerns to the Accounts Payable Supervisor or Finance team as appropriate. Liaise with suppliers regarding invoice, statement, and account reconciliation enquiries. Liaise with operational personnel, site-based employees, procurement teams, and Finance stakeholders to resolve accounts payable issues. Maintain accurate supplier records and supporting accounts payable documentation. Support month-end accounts payable activities, including reconciliations, reporting, and audit preparation requirements. Ensure all accounts payable activities are completed in accordance with Company policies, financial controls, and audit requirements. Identify opportunities to improve processing accuracy, efficiency, and service delivery within the Accounts Payable function. Provide general administrative support and undertake other duties reasonably aligned with the role and level of responsibility. Essential Previous experience in Accounts Payable, Finance Administration, Data Entry, Bookkeeping, or a similar finance support role. Experience processing invoices, credit notes, reconciliations, and financial transactions in a high-volume environment. Strong data entry skills with a high level of accuracy and attention to detail. Experience working with ERP or financial management systems. Intermediate Microsoft Office skills, particularly Excel, Outlook, and Word. Strong organisational and time management skills with the ability to manage competing priorities. Effective written and verbal communication skills. Ability to investigate and resolve invoice, reconciliation, and supplier account discrepancies. Strong problem-solving skills and attention to detail. Ability to maintain confidentiality and handle sensitive financial information professionally Preferred / Advantageous Experience supporting offshore or international finance functions. Experience using Pronto ERP or similar financial management systems. Previous experience supporting Australian-based businesses. Experience performing supplier statement reconciliations and purchase order variance management. Exposure to month-end processing, financial reporting, and audit preparation activities. Qualification in Accounting, Finance, Business Administration, Bookkeeping, or a related discipline. Experience within mining, contracting, construction, engineering, or heavy industry environments. Appointment is subject to: Demonstrated experience in accounts payable, finance administration, bookkeeping, or a similar finance support role. Demonstrated competency in invoice processing, reconciliations, data entry, and ERP-based financial systems. Successful completion of applicable pre-employment screening requirements. Verification of qualifications, certifications, training requirements, and right to work in the Philippines. Ability to meet the inherent requirements of the role. Demonstrated capability to support an Australian-based finance function and work effectively across international teams.