Accounts Payable Specialist

POSITION SUMMARY
The Accounts Payable (AP) Specialist is responsible for managing the company's payable accounts with precision and integrity. This role ensures accurate and timely processing of vendor invoices, multi- currency payments, and reconciliations across Back Room Offshoring's multiple entities. The AP Specialist supports the Finance Manager in maintaining strong vendor relationships, ensuring full
compliance with Philippine tax regulations and company policies, and contributing to the overall
efficiency and accuracy of the finance function. This position requires attention to detail, knowledge of Philippine tax compliance (BIR), and comfort working in a multi-currency, multi-entity environment.

Key Responsibilities

• Process and review vendor invoices for accuracy, completeness, and compliance with company

policies and accounting standards; perform 3-way matching (invoice, PO, receipt)

• Enter invoice data into accounting system (Xero, QuickBooks, or similar); ensure proper coding

to GL accounts and cost centers; verify amount accuracy before posting

• Process vendor payments via bank transfers, checks, or other payment methods; coordinate

with Finance Manager on payment timing, cash flow impact, and payment approvals; manage
payment schedules to optimize cash flow

• Handle multi-currency AP transactions; record foreign exchange gains/losses; coordinate with

treasury on FX rates for invoice conversion; ensure proper documentation of currency
transactions

• Maintain vendor files and records; update vendor information in master file; maintain organized

documentation for audit and compliance purposes

• Reconcile vendor statements with company records; investigate and resolve discrepancies,

payment issues, or invoice errors; communicate findings to Finance Manager and vendors

• Prepare and submit vendor reports, aging schedules, and monthly AP reconciliations; provide

supporting documentation and analysis for month-end review

• Ensure compliance with Philippine BIR (Bureau of Internal Revenue) regulations including

withholding tax requirements, Form 2307 issuance, and proper documentation for tax audit
purposes

• Communicate professionally with vendors regarding invoices, payment status, account inquiries,

and account corrections; maintain professional vendor relationships

• Support month-end and year-end closing procedures; prepare AP accruals and adjustments;

ensure all transactions are properly recorded and documented before period close

• Maintain organized, detailed documentation for all AP transactions; ensure records are easily

accessible for internal review and external audit purposes

• Assist with other finance functions as needed, including AR support, expense reconciliation,

payroll billing coordination, and ad-hoc financial analysis

What We're Looking For

Bachelor's Degree in Accounting, Finance, or related field

• Minimum 2 years of hands-on experience in Accounts Payable, invoice processing, or vendor

management

• Proficiency in accounting software (Xero, QuickBooks, SAP, or similar ERP systems); ability to

learn new systems quickly

• Strong knowledge of AP processes including invoice matching, 3-way reconciliation, vendor

management, and payment processing

• Knowledge of Philippine tax compliance and BIR requirements (withholding tax, Form 2307,

invoice documentation standards)

• Understanding of multi-currency accounting and basic foreign exchange transaction handling
• Proficiency in Microsoft Excel (VLOOKUP, pivot tables, formulas, data analysis)
• Excellent attention to detail and accuracy in data entry and reconciliation; ability to spot

discrepancies

• Strong organizational and time-management skills; ability to prioritize and meet deadlines
• Clear written and verbal communication skills in English; ability to communicate across teams

and with vendors

• Ability to work independently and collaboratively as part of a team

Nice to Have

Key Competencies

• Accuracy & Attention to Detail: Meticulous review of documents, data entry, and reconciliation;

ability to identify and investigate discrepancies

• Problem-Solving: Ability to identify payment issues, invoice discrepancies, or process gaps and

work through logical resolution

• Communication: Clear, professional interaction with vendors, Finance Manager, and internal

teams; ability to explain complex accounting matters

• Organization & Time Management: Manage multiple vendor accounts, deadlines, and priorities;

strong administrative skills

• Compliance & Integrity: Maintain confidentiality, follow internal controls, ensure accurate

record-keeping, and uphold company standards

• Reliability & Accountability: Consistent, punctual attendance; on-time task completion; takes

ownership of responsibilities and errors