Accounts Payable Associate

Job Summary

The Accounts Payable Assistant is responsible for the accurate and timely processing of payment requests, cash advances, and other disbursements. This role ensures that all payment transactions are properly authorized, approved, and supported with complete documentation, in line with company policies and audit requirements. The position also maintains organized records of check vouchers and payment-related files for easy retrieval and audit readiness.

Duties and Responsibilities

Accounts Payable (Disbursements):

• Receive and validate Request for Payment (RFP) and Revolving Fund for Cash Advance (RFCA) packages, ensuring document completeness and accuracy.
• Ensure proper cost charging, validate supporting documents within standard rates, and verify tax applications (e.g., VAT, EWT, CGT).
• Prepare and maintain vendor ledgers to reconcile billing progress with accomplishments (if applicable).
• Prepare and process journal vouchers, debit notes, cash allocations, and billing charges.
• Generate payment entries, including the preparation of Form 2307.
• Record and prepare adjusting entries for payment cancellations, telegraphic transfers, and floating transactions.
• Implement and maintain monitoring systems to track all processed payments.
• Enroll EastWest Bank Corporate (EWBC) requests into the eSettle platform.

Personnel Management:

• Ensure team performance aligns with established OKRs (Objectives and Key Results) and development plans.
• Monitor team compliance with HR policies in day-to-day operations.

Payables Reports:

• Prepare and submit monthly OKR outputs, including schedules and summaries.
• Compile reports for Sapphire, Intercompany transactions, Statements of Account (SOA) due to/from, Funding, CWT, and CGT forms.
• Prepare reports as requested by management, internal teams, or external vendors.
• Update and maintain Smartsheet trackers for payment status, attachments, and processing details.

File Maintenance:

• Ensure accurate filing of documents and adherence to weekly filing schedules.
• Vouch and verify Check Vouchers (CVs) in preparation for archiving.
• Maintain cleanliness of the work area and participate in spring cleaning and records organization activities.

Customer Service & Other Tasks:

• Respond promptly and courteously to inquiries from internal stakeholders and external vendors.
• Perform other finance-related duties as may be assigned by the Controller or Finance Leadership.

Technical Competencies and Skills

• Accounts Payable Processing – End-to-end knowledge of RFP/RFCA processing, • Tax Compliance - Familiar with tax usage, • ERP Proficiency - Working knowledge of IFCA or similar systems, • Bank Platform Usage - Experience with eSettle or other online payment systems, • Reporting & Reconciliation - Prepares payment schedules, • Document Management - Maintains organized records and ensures timely filing, • Excel & Smartsheet - Proficient in Excel tools and Smartsheet for tracking and reporting, • Attention to Detail - Ensures accuracy in documentation and financial data, • Communication - Coordinates effectively with vendors and internal teams

Education, Trainings and Licenses Required

• Bachelor’s degree in accountancy, • Basic accounting and tax compliance training (preferred), • Familiarity with ERP systems, • Proficiency in Microsoft Excel and office productivity tools, • Participation in internal finance or compliance training