Job Description
The Accounts Payable Accountant verifies, and records invoices, manages vendor records, ensures financial compliance, resolves discrepancies, and supports smooth operations while assisting vendors and other departments.
Principal Tasks:
The Accounts Payable Accountant is responsible for processing invoices, managing vendor records, reconciling accounts, ensuring timely payments, maintaining compliance with financial policies, and supporting reporting and audit requirements.
Main Tasks:
- Manage the company inboxes, and follow up with vendors if invoices and/or onboarding forms are incorrectly submitted, ensuring compliance with company internal control requirements.
- Manage vendor requests, reminders, and inquiries, and follow up on outstanding vendor invoices.
- Reconcile supplier statements of accounts in IFS, investigating and resolving any discrepancies or issues.
- Timely uploading and scanning of FDA, ADMIN, and OPEX invoices into Tungsten AP Essentials, along with uploading FDA Excel template into IFS.
- Ensure accurate and timely processing of invoices for FDA, ADMIN, and OPEX, verifying approvals, coding expenses correctly, and maintaining compliance with company policies.
- Compile and upload supporting documents related to logistics partners, including Marintrans and DSV, ensuring completeness and proper documentation.
- Sending weekly follow-up or reminders to approvers for outstanding invoices or tasks that require their attention in IFS.
- Regularly update monitoring of disputed or on-hold invoices in the system, ensuring accurate tracking and reporting for accrual.
- Prepare and submit monthly invoice reports for LJAM and HCOL (e.g., PWC) for local compliance requirements.
- Update and send the weekly ATPI flight coding template to Crew Managers for cost allocation and upload the updated template to IFS on time.
- Review, verify, and update the monthly sending of Open PO lists of the Vessel Accountant.
- Assist in month-end and year-end closing activities by ensuring all invoices, payments, and reconciliations are completed accurately and on time.
- Collaborate with TSIs, Purchasers, Vessel Accountants, and the Corporate Accountants.
- Address vendor inquiries related to invoices and taxes.
- Review and complete customer registration sent by supplier.
- Review requisitions for completeness, specifications, budget and required documents.
- Registering vendor registration for Direct, Indirect and Agent by collecting, verifying, and entering new vendor details into the system, including vendor updates in IFS.
- Ensure all required onboarding forms (BPOF, BPAF, BPAF) and supporting documents are complete and accurate.
- Review and register new Business Partners categorized as below threshold, permitting exceptions to official forms if they meet the criteria outlined in company guidelines.
- Monitor the validity of supplier exemptions for those categorized as below threshold and initiate the official onboarding process if required.
- Regularly update the monitoring of new vendor registrations and updates, coordinating with the Payment Controller and/or Discipline Responsible to address any missing or incorrect documents.
- Organize and archive onboarding forms in and other supporting documents to eDocs for audits or internal reviews.
- Ensure all accounts payable processes comply with internal controls, financial regulations, and company policies.
- Provide insights and recommendations to improve current policies and procedures.
- Assist the team with ad-hoc tasks particularly in Purchase to Pay.
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