Accounts Payable Specialist

Company Description

At Newhaul, we provide logistics solutions to our partners. We are a tight-knit team of passionate collaborators, problem solvers, and forward thinkers committed to building a company our partners can take pride in. We are experiencing rapid growth and expansion, making it an exciting time to be part of our transformative change. This is an opportunity to contribute to our growth, which is underpinned by our unique culture and the individuals who share our vision and values.

Job Description

We are seeking a detail-oriented and experienced Accounts Payable Specialist to join our finance team. The AP Specialist will be responsible for managing the Accounts Payable function, ensuring accurate and timely processing of invoices including reconciliation back to purchase orders, and maintaining a strong internal and external supplier relationships. This role requires strong organisational skills, attention to detail, and the ability to work effectively in a fast-paced environment.

Qualifications

• 5+ years of experience in end-to-end Accounts Payable, including purchase order reconciliations.
• Strong understanding of Accounts Payable principles and practices including purchase order approval process, delegations of Authority and segregation of duties
• Excellent organisational skills and attention to detail.
• Ability to prioritise tasks and meet deadlines in a fast-paced environment.
• Strong communication and interpersonal skills.
• Experience with process improvement initiatives and automation tools is a plus.
• Proficiency in Accounts Payable and purchase order software and ERP systems.
• Competent excel skills for reporting.

Additional Information

Key Responsibilities:

Working across multiple entities and reporting into the Finance Manager, you will be responsible for.

1. Invoice Processing: Oversee the full cycle of Accounts Payable processing, including receiving, reviewing, coding, and entering invoices into the accounting system. Ensure accuracy and compliance with company policies and procedures. Liaison with both internal and external customers to ensure the above process operates effectively is essential.
2. Payment Processing: Manage the payment process, including scheduling and issuing payments to suppliers. Verify payment accuracy and reconcile payment discrepancies as needed.
3. Supplier Management: Maintain vendor master files and communicate with vendors regarding invoice inquiries, payment status, and account reconciliation. Negotiate payment terms and resolve billing disputes in a timely manner.
4. Expense Reporting: Review and process employee expense reports, ensuring compliance with company expense policies and guidelines. Reconcile expense reports with supporting documentation and approve for payment.
5. Month-End Close: Assist in month-end close activities related to Accounts Payable, including accruals, reconciliations, and reporting. Prepare account reconciliations and provide support for audits as needed.
6. Process Improvement: Identify opportunities to streamline Accounts Payable processes and improve efficiency. Implement best practices and automation tools to enhance accuracy and reduce manual effort.

Current Systems:

1. MEX: CMMS and purchase order management system
2. XERO: Accounting system