Accounts Payable Coordinator

The Accounts Payable Coordinator supports the Accounts Payable Team in processing invoices, payments, and reconciliations. This role ensures timely and accurate handling of supplier transactions while maintaining good communication with vendors and internal stakeholders. It is designed for candidates with 6 months to 1 year of relevant experience, offering opportunities to further develop skills and grow within the finance function. 

Essential Duties:

Invoice Processing 

• Check the accuracy of invoices received from suppliers. 

• Input and code invoices to the appropriate cost centres. 

•  Process invoices efficiently and accurately. 

• Identify, investigate and resolve medium to complex invoice exceptions on a timely basis so as to meet AP KPIs 

• Validates purchase order information relating to invoices and takes further action if necessary 

• Ensures all allocated invoices/credits are accurately and efficiently processed into the AP system on a timely basis. This may be by manual or any other electronic means. 

 Purchase Order Matching 

• Match invoices with corresponding purchase orders. 

• Escalate discrepancies to senior team members.  

 Payment Approval Workflow 

• Send invoices to the relevant Manager for payment approval. 

• Schedule pay runs based on standard company payment terms. 

Vendor Database Management 

• Update and maintain the vendor database in a timely manner, ensuring accurate and up-to-date information. 

Reconciliations 

• Assist with supplier statement reconciliations. 

• Provide documentation for month-end closing.  

 Reporting 

• Generate reports on accounts, Payables and other ad hoc reporting as required. 

• Analyse and present financial data to support decision-making processes. 

Query Resolution 

Delivers Accounts Payable services, information and assistance to vendors by: 

• Investigating and resolving medium to complex vendor queries 

• Performing supplier reconciliations when needed to assist with resolving identified problems 

• Providing assistance to other Accounts Payable team members to resolve identified problems 

Aged Creditor Management 

Ensures the management of personal work lists to ensure that supplier accounts meet key target outcomes for aged vendor liability by: 

• Proactively working with the business and suppliers in the timely resolution of match exceptions 

• Ensures valid disputes are documented and communicated to relevant parties 

• Escalates where necessary to AP team leader and works with AP team leader to ensure timely resolution of disputes/issues 

Compliance 

• Identify invoices/credits received, which do not comply with relevant legislation and Canon Asia parameters. Take corrective action to resolve non-compliance and work with business/suppliers to increase compliance. 

Risk Management 

Ensures that high levels of internal controls are maintained within Accounts Payable by: 

• Ensuring that all relevant AP documentation is reviewed on a timely basis and kept up to date as a result of system or process changes 

Organisational Contribution 

Champions and advocates Canon policies and processes by: 

• Actively developing and maintaining strong working relationships with vendors 

Teamwork 

Contributes and works within a team environment to achieve a high quality of work and professionalism 

• Provides coaching to other Accounts Payable team members to ensure that a consistent and efficient accounts payable service is maintained 

• Backs up other roles in the team or wider team to ensure full customer service can be achieved at all times 

Continuous Improvement 

Contributes to the ongoing development of Accounts Payable by: 

• Identifying and suggesting ideas or opportunities to improve AP processes and work practices 

• Other adhoc tasks or project as required 

Personal Development 

• Keep skills and knowledge of the people and the relevant business environment up to date and recommends appropriate training to Manager to ensure that skills and knowledge continue to align with business requirements. 

Qualifications

• Bachelor’s degree in Finance, Accounting, Business Administration, or related field 

• 6 months to 1 year of experience in accounts payable, finance, purchasing, or administration 

• Basic knowledge of accounting and accounts payable principles 

• Proficiency in Microsoft Excel and Office applications 

• Strong attention to detail and accuracy 

• Good communication and interpersonal skills 

• Willingness to learn and adapt to changing business needs 

• Amenable to onsite work and flexible shifts