Accounts Payable/Accounts Receivable Executive

Role Description

The Accounts Payable/Accounts Receivable Manager is a full-time, remote role.. This role is responsible for managing the end-to-end AP and AR functions, including processing vendor/supplier invoices, preparing and reviewing expense reports, and overseeing customer billing and collections. Day-to-day tasks include posting and reconciling accounting journal entries, monitoring outstanding balances, preparing payment runs, and ensuring timely receipt of funds. The Executive will review financial records for accuracy, support month-end closing activities, and collaborate with project and operations teams to maintain up-to-date financial information. The role also involves implementing and refining internal controls, assisting with budgeting and cash flow monitoring, and supporting management with analytical reports and finance-related queries.

Key Responsibilities

Accounts Payable

• Process supplier and vendor invoices accurately and promptly.
• Prepare and process payments to suppliers, subcontractors, and vendors.
• Monitor payment schedules and ensure timely settlement of accounts.
• Reconcile supplier statements and resolve discrepancies.
• Accounts Receivable Prepare and issue invoices to clients.
• Monitor outstanding receivables and follow up on overdue payments professionally.
• Maintain accurate records of client payments and account balances.
• Bookkeeping & Reconciliation Perform daily bookkeeping and transaction entries.
• Reconcile bank accounts, company cards, and payment platforms.
• Reconcile transactions across Xero, Aspire, and supporting financial records.
• Ensure transactions are correctly allocated to the relevant projects and cost centres.
• Maintain accurate and up-to-date financial records.

Financial Administration

• Assist with month-end, quarter-end, and year-end closing activities.
• Prepare supporting schedules and documentation for audits.
• Support the preparation of management reports and financial summaries.
• Assist with quarterly GST submissions and related compliance requirements.
• Prepare financial records and supporting documentation required for annual audits.

Corporate & Regulatory Support

• Work closely with the Corporate Secretary on statutory filings and compliance matters.
• Assist with documentation required for ACRA, IRAS, banks, and other regulatory bodies.
• Prepare and organise supporting documentation for corporate governance requirements.
• Liaise with bankers, auditors, tax agents, insurance providers, and other professional service firms for document submissions and information requests.

Document Control & Administration

• Maintain organised digital and physical filing systems.
• Ensure financial, project, and corporate records are filed accurately and can be retrieved efficiently.
• Assist management with ad-hoc projects and administrative duties as required.
• Support various departments when required. Contribute to process improvements and administrative efficiencies across the business.

Qualifications

• Strong accounting and finance skills, including experience with Accounting and Finance principles and handling Journal Entries (Accounting).
• Proficiency in managing Expense Reports and accounts payable/accounts receivable processes.
• Solid Analytical Skills for interpreting financial data, identifying variances, and supporting decision-making.
• Experience with accounting or ERP software and good Excel skills.
• Diploma or degree in Accounting, Finance, Business, or a related field.
• Prior experience in a similar AP/AR or finance role, ideally within construction, design, or project-based environments.
• Strong attention to detail, organizational skills, and the ability to manage multiple deadlines.
• Clear, professional communication skills and the ability to collaborate effectively with internal and external stakeholders.
• Familiar and able to use AI (ChatGPT) in your processes.
• Open and able to work with Xero, Gmail, Hubspot, Excel.