Account Payable Assistant Manager

Job description

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Job Environment:

AXA Global Business Services is a subsidiary of AXA Group, one of the leading insurance brands in the world. We embody the essence of a diverse, global team, uniting talents from around the world to create a seamless, supportive network for all AXA entities. Our story is one of collaboration and growth, deeply rooted in our mission and vision, guiding every step we take.

Our Mission: Together with entities, we deliver advanced services and shape solutions that drive operational excellence.

In the heart of AXA, our role is multi-layered. From insurance operations to corporate functions, we leverage data, technology, and diverse capabilities to enhance our partners' performance in a streamlined, efficient manner.

Role & Responsabilities:

Responsibilities include:

Supervision activities:

Invoice Processing Oversight:

• Review the work of junior team members or clerks to ensure that invoices are processed accurately and on time.
• Spot-check invoices for errors or compliance with company policy and provide guidance to team members as needed.

Training and Support:

• Provide onboarding support and training to new team members on accounts payable processes and software.
• Serve as a point of contact for questions and issues from junior staff, offering guidance and troubleshooting assistance

Process Compliance and Adherence:

• Ensure adherence to internal controls and accounts payable procedures
• Monitor compliance with corporate policies, such as approvals and documentation requirements, to minimize risks.

Reconciliation Supervision:

• Oversee monthly account reconciliations performed by junior staff, ensuring discrepancies are identified and resolved.
• Assist in resolving more complex reconciliation issues or disputes with suppliers.

Workflow Management:

• Help prioritize workload and assign tasks as necessary to ensure payment deadlines are met and workflows are efficient.
• Provide status updates to the accounts payable manager on the progress of team tasks and highlight any delays.

Issue Escalation and Vendor Relations:

• Act as an intermediary for junior staff in resolving escalated vendor disputes or payment inquiries.
• Communicate with vendors regarding invoice issues, payment delays, or other concerns that may require more experienced intervention.

Process Improvement Suggestions:

• dentify inefficiencies or errors within the accounts payable process and suggest possible improvements to streamline operations.
• Designing, implementing, and improving processes and workflows to drive efficiency, standardization, and compliance.

Reporting:

• Gathering data and preparing reports on accounts payable performance, outstanding payables, and team productivity for management review.
• Providing leadership and direction to the AP team, ensuring effective delivery of AP team in line with SLAs and KPIs.

Operational activities:

Invoice Processing & reveiw:

• Handle high-volume or high-value invoices, ensuring accuracy and compliance with company policies.
• Lead the accounts payable closing process at month-end and year-end, ensuring all invoices, accruals, and payments are recorded accurately.

Payment Management:

• Prioritize payments based on payment terms and supplier relationships.
• Ensure timely and accurate payments to avoid late fees or disruptions.

Reconciliation:

• Investigate and resolve discrepancies between accounts payable records and supplier invoices.

Supplier Relations:

• Serve as the primary point of contact for key vendors and suppliers, resolving any payment discrepancies or issues.
• Manage vendor queries and ensure timely and accurate responses to maintain a professional relationship.

Data Entry and Record Keeping:

• Maintain accurate and organized accounts payable files and documentation for auditing purposes.
• Manage vendor accounts and payment terms in the system.

Compliance and Internal Controls:

• Ensure all accounts payable activities adhere to company policies and regulatory requirements.
• Assist in developing and improving internal controls related to the accounts payable process.
• Reporting:
• Review periodic reports on accounts payable status, including aging reports and cash flow projections.
• Prepare and analyze accounts payable aging reports, ensuring that all payments are up-to-date and there are no overdue amounts.

Process Improvement:

• Identify opportunities to improve accounts payable processes and increase efficiency.
• Assist in implementing new systems or procedures to enhance the accounts payable function.

Desired profile

Qualifications :

Education and Experience:

·  Graduate / Post Graduate from a recognized University with experience in accounting

Key Skills and Competencies:

·  Partner focused : Actively seeks and responds appropriately to partner’s needs.
·  Attention to Detail: Strong accuracy in data entry and financial records.
·  Communication Skills: Effective verbal and written communication skills to interact with vendors and internal departments.
·  Analytical Skills: Ability to analyze account discrepancies and recommend solutions.
·  Organizational Skills: Manage multiple tasks and meet deadlines.
·  Technology Proficiency: Experience with accounting software and proficiency in Microsoft Excel.
·  Good knowledge in MS Excel, Power Point, Coupa, SAP
·  Documentation skills
·  Good logical, analytical and problem solving abilities.
·  Ability to multi-task and prioritize
·  Time Management skills, organized & focused
·  Able to maintain a strict delivery timetable

Language Skills:

·  Fluency in French & English