Accounts Payable Assistant

HAECO Global Engine Support understands that the engine is customers’ most important, crucial asset. That is why HAECO Global Engine Support provides global round-the-clock on-wing and off-wing engine support from its strategic locations in Hong Kong, Amsterdam in the Netherlands, London in the U.K. and Dallas in the U.S.

Accounts Payable Specialist and other accounting functions were initially provided by an external accounting firm but these are now being brought in house. The role will require a keen awareness and implementation of accounting controls and approvals procedures.

**Main duties and responsibilities**

**Invoice Processing and Management**:

- Process supplier invoices, including HSBC credit card transactions, in AMOS for all PO-based invoices and in SAP for non-PO expenses, ensuring accurate coding and approval in accordance with company policies.
- Utilize AMOS for tracking and managing supplier orders, goods receipts, and related accounts payable transactions.
- Verify invoice details such as pricing, quantity, and approvals, ensuring alignment with purchase orders.
- Handle discrepancies between invoices, purchase orders, and goods receipts, following up with relevant departments for resolution (Procurement Team)

**Payment Processing**:

- Prepare and execute payment runs in SAP, including checks, and prioritize payments based on due dates, early payment discounts (if needed), and urgency.
- Coordinate with the Finance team to ensure that payments are made within the specified credit terms and in alignment with company cash flow.

**Reconciliation and Reporting**:

- Reconcile vendor statements, research and resolve any discrepancies, and ensure that all outstanding invoices are processed in a timely manner.
- Generate and maintain accurate financial records for accounts payable, including accruals, outstanding payments, and vendor credits.
- Perform monthly closing activities (relating to AP invoices), including accruals, account reconciliations, and reporting using SAP.

**Vendor and Stakeholder Communication & AP Inbox maintenance**
- Act as the primary point of contact for vendors regarding invoice and payment status.
- Maintain strong relationships with internal stakeholders, such as procurement and operations teams, to resolve invoicing issues.
- Work closely with the HNK Finance team to process weekly, priority and urgent payments.
- Ensure all AP payment inbox queries are addressed promptly, prioritizing based on urgency, to prevent backlog accumulation in the AP inbox.

**Compliance and Audit**:

- Ensure all accounts payable activities comply with company policies, procedures, and legal requirements.
- Assist with audits by providing necessary documentation and ensuring that all AP processes are well-documented and auditable.

**Process Improvement**:

- Identify opportunities for process improvements in the AP workflow, particularly around invoice processing efficiency in SAP or any other ERP system.
- Support the implementation of best practices and automation within the accounts payable function.

**Qualifications**:

- Education: Bachelor’s degree in Accounting, Finance, or a related field preferred.
- Experience: 3-5 years of experience in accounts payable or a related accounting role, with hands-on experience in SAP and any other ERP system.

**Technical Skills**:

- Proficiency in SAP (Invoice processing, payment runs, vendor management).
- Experience with AMOS (Asset and Maintenance Operations System) or any other operational system for order tracking and vendor account management.
- Strong Excel skills for financial analysis and reporting.
- Knowledge: Solid understanding of accounting principles, tax regulations, and invoice processing.

**Soft Skills**:

- Strong analytical and problem-solving abilities.
- Excellent communication and interpersonal skills.
- Attention to detail and ability to meet deadlines in a fast-paced environment.
- Other: Familiarity with procurement systems and general ERP tools is a plus.

**Preferred Attributes**:

- Experience working with international vendors and multi-currency transactions.
- Demonstrated ability to work independently, handle multiple tasks, and maintain accuracy under pressure.

**Key Performance Indicators (KPIs)**:

- Accuracy and timeliness of invoice processing.
- Vendor reconciliation accuracy.
- Payment cycle efficiency.
- Successful collaboration with internal departments and external vendors.
- Adherence to compliance and audit requirements.

in addition to the tasks outlined in this job description, the role may include additional responsibilities as required to support the department's overall efficiency and effectiveness. We will communicate any need for additional tasks in advance, ensuring clear expectations and providing opportunities to engage in a broader range of activities beyond the core duties listed.

**Job Types**: Full-time, Permanent

**Benefits**:

- Company pension
- Cycle to work scheme
- Fre