Accounts Payables Officer

We are hiring an Account Payable Officer for our construction client in St. James.

Accounts Payables Officer

The Accounts Payables Officer is responsible for ensuring the accurate and timely processing of invoices, purchase orders (P.O.s), credit notes, and other financial documents. This role involves close coordination with the Purchasing Department, Warehouse, Site Admins, and other relevant stakeholders to facilitate the smooth execution of accounts payable processes, including payment approvals, reconciliation, and compliance with company policies.

Key Responsibilities:

Purchase Order & Invoice Management:

• Ensure all P.O.s generated by the Purchasing Department have corresponding invoices, delivery slips, credit notes, and Credit Request Forms (CRFs) attached in a timely manner.

• Follow up with the Purchasing Department for missing CRFs.

• Process and verify P.O.s, including Airway Bills, Security Bills, C.O.D P.O.s, and other credit purchase orders.

Courier Bills Processing:

• Ensure that all TARA Courier and DHL bills are emailed to Accounts Payables Officer for payment processing.

• Manage the aging process and payment schedule:

  • By the 16th of the month (for charges from the 1st to the 15th).

  • By the first week of the following month (for charges from the 16th to the end of the month).

• Ensure courier bills are included in the first aging for the month.

Vendor Invoice Collection & Payment Processing:

• Collect the following invoices weekly:

  • Trucker invoices from Warehouse Supervisor and Site Admin.

  • Equipment Repair invoices from relevant personnel.

  • Equipment Rental invoices using logs from Site Admin.

  • Security company invoices fortnightly.

  • Other vendor invoices for supplied goods, delivery slips, and credit notes from the Warehouse.

• Ensure proper cut-off by verifying security service invoices from the previous month before the 5th of the following month.

• Submit completed P.O.s and relevant invoices to the Accounting Officer (Suzette) on a timely basis.

• Maintain the Contractor’s Levy folder with necessary documentation by the 10th of each month for the prior month's invoices.

Aging Report & Payment Reconciliation:

• Complete aging reports, ensuring no unapplied payments, transposition errors, or incorrect postings.

• Organize invoices in individual accordion files according to job categories.

• Ensure that no outstanding balances under J$10 remain on aging—amounts must be written off before printing.

• Export the aging report to Excel for accuracy verification before presenting it to the Head of Accounting.

• Review the report with the Head of Accounting by Wednesday of the non-payroll week and sign off if accurate.

• Submit the signed report to Gail for fund allocation by the end of Wednesday of the aging week.

• Prepare and upload batch transfer sheets to the banking online platform for approval.

• Provide transfer sheets to the Accounts Payables Clerk for payment summaries and vendor notifications.

• Apply and post payments in Sage to update the aging.

• Ensure all outstanding bills are correctly posted and referenced in the correct bank accounts.

C.O.D (Cash on Delivery) Processing:

• Process C.O.D P.O.s only on Mondays and Wednesdays.

• Store approved payment summaries and P.O.s in the C.O.D accordion until invoices are received.

• If a deposit was made before delivery, document payment details and process accordingly.

• Ensure all C.O.D invoices match invoices, delivery slips, and credit notes.

• Follow up on any cheque payments, scan, and email supporting documents to Gail.

Utility Payments Processing:

• Monitor utility bill payments using the established payment cycle.

• Follow up on new bills resulting from site relocations or new personnel assignments.

• Collect all utility bills monthly, including JPS, NWC, FLOW, and DIGICEL (Internet).

• Create P.O.s for utilities in Sage and attach them to the physical bills.

• Submit bills to the Accounting Officer for posting in Sage.

• Complete and submit the utility payment spreadsheet to Gail for approval.

• Set up utility payments online for approval.

• Notify company representatives of utility payments after approval.

Credit Card Reconciliation:

• Conduct Lychee credit card reconciliation to ensure proper checks and balances.

• Receive and verify credit card statements fortnightly from Kerene, ensuring supporting documents are attached.

• Post transactions to QuickBooks and present reconciliations for review.

• File reviewed credit card reconciliations in designated folders.

Shared Responsibilities:

• Assist the Accounting Officer with bank letters, manager’s cheque requests, conversion processes, RTGS, and wire transfers.

• Address missing items from the list provided by the Assistant Accountant promptly.

Required Skills & Qualifications:

• Bachelor’s degree in Accounting, Finance, or related field preferred.

• Minimum of 3 years of experience in Accounts Payables, preferably in the construction industry.

• Proficiency in Sage Accounting Software and QuickBooks.

• Strong knowledge of financial reconciliation and invoice processing.

• Excellent organizational skills and attention to detail.

• Strong problem-solving skills and ability to work in a fast-paced environment.

• Effective communication and collaboration skills to work with multiple departments.

• Ability to handle confidential financial information responsibly.

Work Environment:

• Office-based role with occasional visits to sites or vendors for document collection.

• Requires handling large volumes of invoices and financial records.

• Regular interaction with internal and external stakeholders, including vendors and company representatives.