Accounting Operations Manager

Summary/Objective: 

API currently has five airlines in the APAC region where API is responsible for collecting all hotel and transportation invoices each month and reconciling those invoices against the bookings that have been made through API’s technology. 90% of this process is automated, however this role is responsible for validating all invoices and ensuring that all exceptions have been reviewed and approved before passing all the finalized invoices to our airline partners for consolidated payment, and where necessary handle the treasury requirements on behalf of the airline. The role will have a minimum of 6 – 10 team members reporting to them that will be undertaking the follow up and validation of these invoices. These team members will be based offshore. 

Essential Functions

Client Invoice Reconciliation & Billing 

• Manage client invoice reconciliation and billing process which includes but is not limited to the following: 

• Monthly reconciliation of approximately 600 invoices to ensure timely and accurate invoicing to our customers 

• Review contract terms to validate exceptions 

• Ensure there is efficient communication with internal and external stakeholders throughout the process 

• Manage end-to-end process to ensure adhesion to strict client deadlines 

• Ensure that API meets Finance SLA’s in place with airline clients – Monitor and report on API SLA performance 

• Ensure the collection of debts, maintain positive cashflow and mitigate bad debt exposure.

• Review and resolve customer disputes in a timely manner.

• Monitor and report on deviations from set credit terms.

• Make recommendations to improve collections procedures to meet set company collections goals.

• Ensure the Client Billing & Treasury Services Manager is kept up to date on overdue balances and risks escalations.

• Generating weekly and monthly reports, including debt ageing, DSO and credit risk analysis.
   

Process Improvement 

• Lead development of internal controls with focus on process improvement and automation 

• Liaison with internal IT team as required to report any system errors and identify any opportunities to enhance and improve current IT capabilities 

• Analysis of Spend for clients to identify opportunities for savings 

• Recruitment and People Management 

• Management of 10 employees based offshore 

• Manage recruitment process for new team members, onboarding and training 

• Ensure all team members have clear KPI’s and development plans 

• Undertake annual performance reviews and career progression plans for direct reports 

• Ability to work and communicate effectively with all levels of staff (including entry level and senior level employees) 
   

Client & Supplier Relationships 

• Communicate effectively with internal and external stakeholders with a focus on client and supplier interactions 

• Create effective monthly reporting for clients to update and handover the monthly reconciliation process 

• Carry out analysis and present statistical data to different levels of management within our airline partners 

• Carry out training of suppliers where needed to ensure they understand the expectations and deliver accurate and timely invoices month to month 

Systems Requirements ACES 

• Develop an in-depth knowledge of API’s proprietary software ACES, which processes all airline hotel and transport bookings and delivers a closed loop invoice solution 

Teams 

• Ensure all policies/procedures and communications are kept up to date on APAC finance teams site for APAC finance team members 

• Microsoft Office 

• Advanced working knowledge of Microsoft Office, in particular Excel 

• Finance Systems 

• Have a working knowledge of typical finance systems that may be used by our airline partners to include: 

• Oracle 

• SAP 

Work Environment 

• This position will be a hybrid role split between working from home and at our Mascot office 

Position Type and Expected Hours of Work 

• The role is full time and has a need for the employee to operate and be available from Monday through Friday, between 7am – 3:30pm per day in order to catch the US team in the morning. 

• Occasional evening and weekend work may be required as job duties demand. 

Travel 

• This position may require infrequent travel within APAC to meet directly with API clients up to a maximum of 21 nights a year. 

Competencies 

• Self-starter with experience in fast-paced environment 

• Ability to work proactively and independently 

• Internal control design 

• Hands-on, problem-solving attitude 

• Excellent analytical skills 

• Organization and project management 

• Excellent team management skills 

• Ability to work and communicate effectively with all levels of staff (including entry level and senior level employees) 

• Shows attention to detail and ability to produce high quality work 

• Ability to positively present API in customer facing situations 

• Ability to work with and understand diverse cultures here and abroad 
   

Required Skills, Education and Experience 

• Minimum 3 years of proven billing experience 

• Minimum 3 years of proven management experience 

• Exposure to development of internal controls focused on process improvement a plus 

• Proficiency in NetSuite is a plus 

• Intermediate/advanced MS Office skills required, including advanced Excel formulas 

Other Duties 

• Duties, responsibilities and activities may change at any time according to business needs.