Job Description:
Assist with the receipt of supplier invoices and ensure they are complete, checking supplier information, dates, descriptions, applicable tax or withholding tax, approvals, and supporting documentation.
Conduct preliminary verification procedures to reconcile invoices with purchase orders, quotations, delivery notes, goods receipt notes, and service confirmations, promptly elevating any discrepancies to the appropriate team for resolution.
Verify that invoices are promptly entered into QuickBooks or the ERP system, accurately assigning them to the appropriate supplier, account, cost center, and tax classification.
Maintain a comprehensive invoice control log to guarantee that every invoice is accounted for and processed within established cut-off deadlines, ensuring no items are overlooked.
Maintain and update payables trackers consistently, ensuring they are current on a daily or weekly schedule.
Verify that all payment entries in the trackers are accompanied by the necessary supporting documentation, such as invoices, approvals, proofs of payment, and withholding tax details.
Ensure prompt processing of petty cash transactions following approval and accurately record all related transactions in the system.
Maintain an organized filing system—both physical and digital—for invoices, approvals, purchase orders, and reconciliations to ensure readiness for audits.
Ensure all transactions align with established internal approval matrices and promptly escalate any policy violations.
Qualifications
Diploma
