Accounts Payable and Administration Assistant

We are seeking a highly motivated person who has high volume data entry experience (50-100 AP invoices per day), is a fast learner, can work in a team and has a positive can-do attitude. You will need to be able to work effectively in a busy environment, by multi-tasking and managing competing deadlines. You will need to be a motivated team player who can add to a great company culture and office environment with high standards and a great attention to detail.

Accounts Payable and Administration Assistant will be responsible for a range of accounts payable tasks, administration tasks and general accounting functions including reconciliations and back up support to the Accounts team.

KEY RESPONSIBILITIES

• Daily Fuel Invoices – reconcile, enter in the system, match/reconcile to source documents and setup payment within terms.

• Daily and Monthly AP related Bank & GL reconciliation enquiries, monthly credit card, automated payment reconciliations

• Ensuring supplier queries (disputed invoices, payments etc) are answered in a timely manner. 

• Manage Eftsure supplier setup & payment check process.

• Setup & onboard new suppliers for appropriate business checks and approvals

• Producing regular reports such as Aged Payables report for management on creditors status and highlighting issues/concerns 

• Processing Supplier credit applications and record keeping

• Checking all substantive documents such BOL, Delivery Dockets, checking rebates, discounts promised by suppliers and processing all business invoices etc.

• Ensuring general expense invoices are accurately processed and in line with payment terms.

• Update and reconcile weekly bank report - AP, resolve supplier queries.

• Ensuring Accounts Payable and Accounts Receivable functions working together 

• Maintaining relationships with stake holders such as Retail Sites, Fuel Depots, Management Team, Suppliers, Carriers etc

• Control and store documentation relating to supplier pricing, rebate, discounts, contracts, tenders, purchase orders and procurement guides etc.

• Assisting with BAS, End of Year Financial Process etc

• Attend meetings such as weekly Finance meeting as A/P resource.

• Setting up bank payments via Eftsure process such as direct credit, supplier payments etc. 

• Undertaking full ownership of AP Month End Process

• Working closely with finance team to ensure seamless operations. 

• Undertake reconciliations in daily retail sales, merchant tender, merchant fees, GL accounts & other areas as request by Finance Manager and CFO

• Administrative & account tasks and other duties as required.

QUALIFICATIONS

• Administrative data processing experience, preferably in a high-volume Commercial environment.

• Demonstrated accounts payable and administration experience 

• Excellent “attention to detail” and ability to problem solve. 

• Confident communication and customer service skills 

• Adaptable to change.

• Ability to work in a team as well as autonomously.

• Strong proficiency in the Microsoft Office Suite of Products 

• Time management skills

• Sage 300 experience preferred but not essential.

Endeavour Petroleum is a family owned rapidly growing petroleum retail business which is committed to the communities and people it deals with. We are based in Seaford, Victoria.