Position Overview

• The Accounts Payable Officer is responsible for managing the company’s outgoing payments, ensuring accurate and timely processing of invoices, reconciling vendor accounts, and maintaining proper financial records. This role requires strong attention to detail, knowledge of accounting principles, and the ability to work in a fast-paced electromechanical contracting environment.

Key Responsibilities

Invoice Processing & Payment Management

• Verify, code, and process vendor invoices accurately and efficiently.
• Ensure invoices are properly authorized and matched with purchase orders (POs) and delivery receipts.
• Process payments (checks, wire transfers, online payments) in compliance with company policies.
• Monitor payment deadlines to avoid late fees and maintain good vendor relationships.

Vendor & Supplier Management

• Maintain and update vendor accounts, including W-9/TIN verification.
• Respond to vendor inquiries and resolve discrepancies in billing or payments.
• Reconcile vendor statements and resolve outstanding issues.

Financial Recordkeeping & Reporting

• Maintain accurate and organized accounts payable records.
• Assist in month-end closing by preparing AP accruals and reconciliations.
• Generate AP aging reports and assist with cash flow forecasting.

Compliance & Internal Controls

• Ensure compliance with company policies, tax regulations, and accounting standards.
• Assist with internal and external audits by providing supporting documentation.
• Identify process improvements to enhance efficiency and accuracy in AP operations.

Coordination with Other Departments

• Work closely with procurement, project managers, and finance teams to verify invoice accuracy.
• Collaborate with the accounting team to ensure proper GL coding and expense allocation.

Qualifications & Skills

Education & Experience

• Diploma or degree in Accounting, Finance, or a related field.
• 2+ years of experience in accounts payable, preferably in construction, electromechanical, or a related industry.
• Experience with ERP systems (e.g., SAP, Oracle, QuickBooks, or similar).

Technical Skills

• Proficiency in MS Excel (VLOOKUP, Pivot Tables).
• Knowledge of accounting principles (GAAP/IFRS).
• Familiarity with tax regulations related to vendor payments (VAT, WHT).

Soft Skills

• Strong attention to detail and accuracy.
• Excellent organizational and time management skills.
• Ability to work under pressure and meet deadlines.
• Good communication skills for vendor and internal team interactions.