- What you will be doing Job Description Primary Objective: - The Accounts Payable Officer is a member of the Administration & Finance Team and has responsibility for the entry of creditor payment data and process payment after proper reconciliation and approval in a timely and accurate manner for World Courier Australia’s (WCA) Financial structures to support the efficient delivery of strategic objectives. - Key objectives of this role include to: - I. Effectively and co-operatively undertake purchase order and invoice processing and other accounts payable functions in line with WCA’s policies and procedures. - II. Liaise with WCA clients and suppliers to ensure prompt documentation is provided, and monthly reporting completed in line with WCA’s policies and procedures- Position Dimension and Decision Making Authority: - Key Communication Contacts: - Without referral to Administration & Finance Manager: - Routine finance and administrative enquires - Allocation of workload - Priority setting After Consultation with Administration & Finance Manager: - Complex finance and administrative enquires - Approval of invoices and travel bookings - Approval for distribution of collated reports Contact/Organisation - Purpose/Frequency of Contact - Administration & Finance Manager: - Daily: To provide leadership, guidance and direction. - Administration & Finance team: - Daily: To share key information to allow the effective coordination of business unit activities. - Senior Management Team: - As required: To share Finance and Administration team activities and goals in order to achieve the strategic objectives of WCA. - WCA Staff: - Daily: To process invoices and share key information to allow the effective coordination of business unit activities. - Accounts Payable Officer - Approved By: Administration & Finance Manager Date of Issue: September 2012 Page 2 of 5 - Referred to Administration & Finance Manager: - Budget management - Finance and Administration team strategic direction setting Suppliers and Contractors: - As required: To process invoices and answer payment queries. - Key Accountabilities: - Key Result Area - Major Activities - Performance Measures: - 1. Finance- Enter and reconcile creditor’s invoices including drivers’ into accounting systems EXONET and process periodic payments ensuring accuracy of payment to creditors for the goods and services supplied. - Monitor creditor’s sub-ledgers / ledgers to ensure it balances with general ledger at all times. - Assist in monthly and annual financial and management accounting processes to ensure accurate and timely reporting of the company’s financial position. - Check domestic air freight charges and request credits where necessary; - Maintain and review activities associated with general ledger operation and control, and accounts payable to ensure that functions are executed in a timely and appropriate manner. - Assist external auditors or creditors’ enquiries when required ensuring the provision of accurate information. - Timely reconcile relevant creditors’ payment so as to ensure EXONET bank reconciliation is properly processed. - Other relevant accounting-related or support duties as directed by the Administration & Finance Manager. - Achievement of budget requirements - Administration & Finance Manager feedback 2. Administration- Maintain all standard operating procedures (SOPs) affecting the Administration and Finance unit ensuring that all procedures are undertaken consistently nationwide to deliver the highest possible outcomes. - Maintain processes that ensure WCA compliance with all government legislative and other requirements such as ACS, CASA, ATO, Superannuation, and ISO. - Assist in updating company motor vehicle registrations/insurances Australia wide are current, paid and files appropriately. - Adherence to SOPs - Administration & Finance Manager feedback - Other Business Unit Feedback Accounts Payable Officer - Approved By: Administration & Finance Manager Date of Issue: September 2012 Page 3 of 5- Arrange new fuel cards / cancellation of old/un-used fuel cards for vehicles. - Liaise with Motor Registry offices, insurance companies and WCA staff regarding motor vehicles as required. - Assist in arranging all approved travel bookings for WCA staff including flights, accommodation, transfers, taxi’s, car hire and other related requirements to ensure WCA’s travel policy is observed, costs controlled and high quality offerings are made available to staff - Periodic filing. - Assist Accounts team members in other relevant accounting duties, if required. - Monitor and maintain all supplies / office stationery as required, ensuring appropriate resources are available to support the needs of each business unit, including external consultants and service providers. 3. Teamwork and Collaboration- Effectively collaborate with team members to ensure that the Finance and Administration function is operating effec