Accounts Payable Clerk

Position Summary

The Accounts Payable Clerk is responsible for processing invoices, preparing supplier payments, supporting budget monitoring, and ensuring accuracy and timeliness in all AP-related activities. The ideal candidate must be detail-oriented, organized, highly accurate, and able to communicate effectively with suppliers and internal stakeholders.

Key Responsibilities

1. Invoice Processing & Data Entry

• Receive, verify, and accurately enter supplier invoices into the accounting system.
• Ensure all invoices comply with company policies, including correct coding, approvals, and supporting documents.
• Match invoices to POs and GRNs where required.
• Ensure cost allocations are accurate and reflect the correct departments and expenditure categories.

2. Payment Processing

• Prepare cheque, ACH, and wire transfer payments in accordance with payment schedules.
• Verify banking details and ensure all payments are processed securely and accurately.
• Maintain proper documentation for all payment types for audit and internal control purposes.
• Support payment scheduling by ensuring timely review of outstanding payables and committed costs.

3. Schedule Preparation & Reporting

• Assist in preparing Budgeted vs Actual Expenditure schedules.
• Prepare and update schedules to support month-end and year-end closing activities.
• Maintain accurate AP aging reports and payment tracking tools.
• Ensure all cost-related entries, schedules, and reconciliations reflect up-to-date and accurate financial information.

4. Advance Payment & Reconciliation

• Clear advance payments from the schedule by matching invoices to advances and resolving discrepancies.
• Follow up with suppliers and internal teams to ensure timely submission of invoices supporting advance payments.
• Reconcile supplier statements and respond to vendor queries.
• Support financial accuracy by ensuring advance balances and costing allocations are consistently up to date.

5. Communication & Coordination

• Communicate professionally with suppliers to resolve billing issues, request invoices, and clarify discrepancies.
• Liaise with internal departments such as Procurement, Operations, and Finance to ensure smooth processing of transactions.
• Provide excellent customer service and maintain positive working relationships.
• Collaborate with cross-functional teams to support transparency and accuracy in cost reporting.

6. General Accounts Payable Support

• Assist with filing, record keeping, and maintaining organized AP documentation.
• Support audits by providing requested schedules, documents, and explanations.
• Ensure compliance with internal controls, policies, and accounting standards.
• Contribute to improved AP efficiency, cost tracking accuracy, and timely financial reporting.

Qualifications & Competencies

• ACCA Level 1 or 2, AAT, or similar accounting certification (or currently pursuing).
• Experience working with ERP/accounting systems (e.g., SAP, QuickBooks, Peachtree, Microsoft Dynamics, or similar).
• Strong attention to detail, accuracy, and organizational skills.
• Proficiency in Microsoft Excel (including VLOOKUP, pivot tables, and basic analysis).
• Strong understanding of Accounts Payable processes, costing principles, and financial controls.
• Good communication and interpersonal skills.
• Ability to work independently, meet deadlines, and maintain confidentiality.