AP Accountant

Role Overview

AP Accountant at White Spot Facilities Management. This role manages end-to-end accounts payable operations, including invoice processing, vendor payments, reconciliations, VAT compliance, and month-end closing.

Role Purpose

Manage accurate and timely accounts payable operations while ensuring strong financial controls, UAE VAT compliance, and continuous process improvement. The role requires proactive vendor management, reconciliation expertise, and a commitment to automation and efficiency.

Key Responsibilities

Invoice Processing & Accounts Payable Management

• Manage accurate and timely processing of supplier invoices against purchase orders, work orders, and goods/service receipts.
• Verify invoices for VAT compliance, approvals, budget availability, cost centre allocation, and GL coding.
• Review and process purchase requisitions in accordance with the company's approval matrix.
• Handle PO and non-PO invoices, including utilities, insurance, manpower, vehicle expenses, fuel, and recurring payments.
• Resolve invoice discrepancies through coordination with suppliers, Procurement, and Operations.
• Respond to vendor inquiries regarding invoice processing and payment status within agreed timelines.

Vendor Payments & Banking

• Prepare weekly vendor payment proposals based on outstanding balances, ageing reports, and payment due dates.
• Verify supplier statements, supporting documentation, approvals, and VAT compliance before processing payments.
• Process bank transfers, host-to-host payment batches, and individual payment requests.
• Validate vendor bank details and beneficiary information to ensure payment accuracy.
• Prepare and maintain records of security deposits, advance payments, utility cheques, and other payments.
• Issue payment advices and ensure accurate posting of bank transactions.

Reconciliation & Month-End Closing

• Perform regular supplier statement reconciliations and resolve outstanding differences.
• Reconcile the AP sub-ledger with the general ledger.
• Prepare vendor ageing reports, AP schedules, and supporting balance sheet reconciliations.
• Prepare and post month-end accruals, prepayments, reversals, and reclassification entries.
• Support intercompany reconciliations and financial closing activities.
• Provide documentation and schedules for internal and external audits.

VAT Compliance & Financial Controls

• Ensure compliance with UAE VAT regulations and company accounting policies.
• Prepare input VAT reports and supporting data for VAT return preparation.
• Review non-recoverable VAT transactions and identify discrepancies.
• Maintain proper segregation of duties, approval controls, and audit documentation.
• Conduct duplicate invoice and payment checks to minimize financial risks.
• Identify and report control weaknesses, payment discrepancies, and potential fraud risks.

Process Improvement & Automation

• Identify opportunities to automate repetitive AP activities and improve processing efficiency.
• Utilize ERP workflows, Advanced Excel, Power Query, Power Automate, or OCR-based solutions where applicable.
• Develop standardized AP procedures, checklists, and reporting templates.
• Prepare AP dashboards covering outstanding payments, vendor ageing, processing timelines, and cash requirements.
• Coordinate with IT and ERP teams on system enhancements and process improvements.
• Support Finance management with reporting, special projects, and continuous improvement initiatives.

Qualifications & Experience

• Bachelor's Degree in Accounting, Finance, Commerce, or a related discipline.
• Minimum 3–5 years of relevant Accounts Payable experience, preferably in the UAE.
• Experience in Facilities Management, construction, or a large service-based organization is preferred.
• Strong knowledge of UAE VAT regulations and accounts payable controls.
• Hands-on experience with ERP/accounting systems; NetSuite experience is an advantage.
• Advanced proficiency in Microsoft Excel, including Pivot Tables, VLOOKUP/XLOOKUP, and reconciliation functions.
• Knowledge of Power Query, Power Automate, or AP automation tools is an added advantage.
• Experience managing high-volume supplier invoices and payment processing.

Skills & Competencies

• Strong understanding of end-to-end Accounts Payable processes.
• Excellent numerical accuracy and attention to detail.
• Strong analytical, reconciliation, and problem-solving abilities.
• Effective vendor coordination and communication skills.
• Ability to manage multiple deadlines and high transaction volumes.
• Strong understanding of financial controls, compliance, and audit requirements.
• Proactive approach to process improvement and automation.