Compliance Quality Assurance Coordinator for a Fire Solutions Company in Australia (Home Based Part Time)
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AI Summary
Manage accounts payable and payment administration, including reconciling transactions and preparing ABA files for director approval. Oversee invoice processing and purchase order management across Xero, Lightyear, and Uptick systems to ensure workflow compliance.
Accounts Payable & Payment Administration
• Reconcile supplier expenditure transactions through Xero bank feeds.
• Run and prepare Accounts Payable reports for weekly payment approvals.
• Maintain supplier banking information including BSB and account details.
• Prepare ABA payment files for approved supplier payments.
• Provide ABA payment files to the Director for upload and processing through ANZ Banking.
• Maintain payment records and ensure payment runs are completed accurately and on schedule.
• Prepare separate reporting for credit card payments requiring Director approval and processing.
Invoice Processing & Approvals
• Process supplier invoices into Lightyear for approval workflows.
• Allocate invoices to the correct approval templates and managers.
• Review supplier records to ensure approval routing is correctly configured.
• Monitor invoice approval status and follow up managers to ensure timely approvals.
• Review supplier statements and identify missing invoices.
• Obtain invoice copies from suppliers when required.
• Ensure invoices are accurately matched against approved purchase orders prior to payment.
• Assist with improving and streamlining approval workflows and system processes.
Purchase Order Management
• Reconcile open purchase orders between Uptick and Lightyear.
• Receipt and close purchase orders within Uptick once goods and services have been received
and processed.
• Investigate and close unmatched or incorrectly matched purchase orders in Lightyear.
• Monitor purchase order workflow compliance between systems.
• Verify purchase orders generated in Uptick are successfully distributed to suppliers and imported
into Lightyear for invoice matching.
• Follow up managers regarding purchase orders that have been manually issued outside approved
processes.
• Assist in maintaining procurement controls and improving system efficiencies.
• Reconcile supplier expenditure transactions through Xero bank feeds.
• Run and prepare Accounts Payable reports for weekly payment approvals.
• Maintain supplier banking information including BSB and account details.
• Prepare ABA payment files for approved supplier payments.
• Provide ABA payment files to the Director for upload and processing through ANZ Banking.
• Maintain payment records and ensure payment runs are completed accurately and on schedule.
• Prepare separate reporting for credit card payments requiring Director approval and processing.
Invoice Processing & Approvals
• Process supplier invoices into Lightyear for approval workflows.
• Allocate invoices to the correct approval templates and managers.
• Review supplier records to ensure approval routing is correctly configured.
• Monitor invoice approval status and follow up managers to ensure timely approvals.
• Review supplier statements and identify missing invoices.
• Obtain invoice copies from suppliers when required.
• Ensure invoices are accurately matched against approved purchase orders prior to payment.
• Assist with improving and streamlining approval workflows and system processes.
Purchase Order Management
• Reconcile open purchase orders between Uptick and Lightyear.
• Receipt and close purchase orders within Uptick once goods and services have been received
and processed.
• Investigate and close unmatched or incorrectly matched purchase orders in Lightyear.
• Monitor purchase order workflow compliance between systems.
• Verify purchase orders generated in Uptick are successfully distributed to suppliers and imported
into Lightyear for invoice matching.
• Follow up managers regarding purchase orders that have been manually issued outside approved
processes.
• Assist in maintaining procurement controls and improving system efficiencies.
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