Accounts Payable Assistant

Location:

Philippines - Fully Remote

Employment Type:

Full-Time

We are seeking a detail-oriented and organized Accounts Payable Assistant to support our finance team in managing high-volume invoice processing, vendor communications, statement reconciliation, and payment preparation. The ideal candidate can manage competing priorities, resolve discrepancies promptly, and maintain accurate financial records while meeting time-sensitive deadlines.

• Accounts Payable Inbox Management:
  Monitor and organize the AP email inbox, respond to inquiries, and route requests to the appropriate team members.
• Invoice Processing:
  Enter, review, and verify vendor invoices for accuracy, completeness, proper coding, and supporting documentation.
• Payment Run Support:
  Assist with Tuesday and Friday payment runs by reviewing outstanding invoices, verifying due dates, identifying applicable discounts, and ensuring eligible invoices are selected for payment.
• Vendor Statement Reconciliation:
  Request and review monthly vendor statements, compare them against internal records, and investigate outstanding balances or discrepancies.
• Discrepancy Resolution:
  Investigate differences between purchase orders, vendor invoices, and statements, coordinating with vendors and internal teams to resolve issues.
• Vendor Communication:
  Respond professionally and accurately to vendor inquiries regarding invoices, payment status, and account discrepancies.
• Cross-Functional Coordination:
  Communicate regularly with AP associates and sales team members to ensure timely follow-ups and accurate information sharing.
• Documentation and Recordkeeping:
  Maintain organized, accurate, and up-to-date accounts payable records.

• 1-2 years of experience in accounts payable, invoice processing, or a related finance or accounting role.
• Strong attention to detail and demonstrated accuracy in high-volume data entry or transaction processing.
• Ability to manage multiple priorities and meet strict deadlines in a fast-paced environment.
• Strong written and verbal communication skills for handling vendor and internal inquiries.
• Basic understanding of invoice matching, payment terms, due dates, and discrepancy resolution.
• Proficiency in Microsoft Office, particularly Excel and Outlook.
• Ability to learn accounting systems and internal procedures quickly.
• Reliable internet connection and a suitable home office setup for remote work.

• Experience using Net Suite or another ERP or accounting system.
• Experience reconciling vendor statements and investigating invoice discrepancies.
• Familiarity with purchase orders, payment terms, early payment discounts, and payment runs.
• Associate's or bachelor's degree in Accounting, Finance, or a related field.

• Accurate and timely invoice entry with consistently low error rates.
• Vendor statements and invoice discrepancies are followed up on and resolved promptly.
• Payment runs include the appropriate invoices based on due dates and applicable discounts.
• Vendor and internal inquiries receive clear, timely, and accurate responses.
• AP records remain organized, and deadlines are consistently met.