Accounts Payable (Facility Department)

Role & responsibilities

Qualification:

Key Responsibilities:

• Vendor and Statutory Bill Processing:

• Verify and process all vendor and statutory bills, including electricity and water bills, ensuring payments are made on or before the due date to avoid late payments.
  
• Ensure proper receipt of all vendor bills from sites and maintain records of all bills received at the Head Office (H.O.).
  
• Verify that all required documents and papers are in place before processing bills for payment.
  

• Communication & Follow-Up:

• Coordinate with the site team and vendors to resolve any discrepancies or missing documents to ensure timely processing of payments.
  
• Address any issues in service bills, including discrepancies in attendance records, and raise debit notes where applicable.
  

• ERP System Management:

• Pass vendor bill booking entries in the ERP system.
  
• Create abstracts in ERP according to vendor invoices.
  
• Record any debit notes against vendor invoices where reports are unavailable or calculations are incorrect, especially for attendance-related discrepancies.
  
• Generate certificates in ERP for vendor invoices and process them for payment.
  

• Vendor Payment Processing:

• Ensure timely payment of statutory bills to avoid delays.
  
• Pass all vendor payment entries in the ERP system and get approvals on cheques from the concerned signing authority.
  
• Provide a list of vendor payment outstanding amounts and fund requirements.
  

• Advance Payment Management:

• Process advance payments to vendors, including tracking and following up for the receipt of advance bills.
  
• Prepare cheques/RTGS bank letters for online payments.
  

• Record Keeping & Tracking:

• Maintain proper records of all bills received from sites and track vendor payments in an organized Excel sheet.
  

Preferred Candidate Profile:

• Experience in accounts receivable and vendor payment management.
  
• Proficient in communication, both verbal and written.
  
• Attention to detail and ability to handle multiple tasks efficiently.
  
• Familiarity with ERP systems for processing payments and entries.