Assistant Manager - Accounts Payable (Shared Services)

Who We Are

Space Matrix is a dynamic and innovative design consultancy that specializes in workplace design. Our mission is to be the No. 1 office design firm in Asia and to continue revolutionizing the delivery of design and build globally.

We have a company culture that is transparent, collaborative, innovative, progressive, honest and fast. Be part of the team that constantly challenges the industry norm and wants to be the best in the game. To find out more visit www.spacematrix.com

Purpose of the role:

As the Accounts Payable Assistant Manager in the shared services team, you will be responsible for managing payment transactions, financial commitments, and supporting teams handling overseas group companies. You will ensure the accuracy, timeliness, and compliance of all accounts payable processes while maintaining alignment with regulatory requirements, company policies, and service level agreements (SLAs).

Key Responsibilities:

1. Accounts Payable Operations

• Receive, sort, and scan hard copy invoices into the accounts payable system, ensuring proper documentation in designated folders.
• Conduct a thorough review of invoices before forwarding them to the accounting team.
• Ensure transactions, systems, and procedures comply with company policies while maintaining accuracy and timeliness.
• Handle additional reporting, tasks, and special projects as assigned.
• Assist in processing staff claims.
• Lead month-end closing activities and manage urgent payments.
• Address queries from internal and external auditors.
• Review and reconcile open accounts payable vouchers.
• Track and publish accounts payable KPIs, ensuring continuous monitoring and improvement.
• Review and clear audit schedules and bank reconciliation items.
• Ensure compliance with taxation regulations and accounting standards.
• Drive automation and process improvements within the accounts payable function.
• Generate monthly accounts payable reports, including back-to-back reports, within required timelines.
• Monitor company financial expenditures, maintain a financial database, and provide reports as needed.
• Ensure timely clearance of Goods Receipt/Invoice Receipt (GR/IR) balances.
• Accurately post accrual and provision entries.
• Generate and review the payment list on a regular basis.
• Regularly monitor and control creditor accounts and advance payments.
• Compute Percentage of Work Completion (POC) as per accounting standards.

2. Vendor & Stakeholder Management

• Oversee vendor and supplier relationships, ensuring accurate processing of invoices, purchase orders, expense reports, credit memos, and payment transactions.
• Review vendor invoices and forward them to users for Goods Receipt Note (GRN) processing.
• Maintain and update vendor master records.
• Manage vendor and employee queries, addressing escalations promptly.
• Reconcile vendor statements of account with company records.
• Generate vendor aging reports and monitor back-to-back vendor payments in alignment with purchase order (PO) terms.
• Actively engage with vendors regarding payments, forecast cash requirements, and handle escalations efficiently.

3. Team Leadership & Reporting

• Assign tasks to team members, monitor progress, and ensure adherence to service level agreements (SLAs).
• Collaborate closely with internal stakeholders, including the accounting team, project teams, finance leadership, and Space Matrix staff.
• Facilitate a smooth workflow within the team, ensuring efficiency and effective coordination.

What we are looking for:

• Bachelor s degree in commerce; MBA in Finance preferred.
• Minimum 5+ years of experience in commercial, business, and financial controlling.
• Proficiency in Excel; prior