Payments Specialist (Payroll & Ap)

Position title: Payments Specialist (Payroll & AP)Reports to: Financial ControllerDirect reports: NilPurpose of the role:The Payments Specialist is critical to the effectiveness, efficiency, speed, and confidentiality of the systems and processes adopted by Precision Construction to pay people and suppliers.With a customer service and continuous improvement mindset, the Payments Specialist will not only process payroll and payments to suppliers of Precision Construction using the technology, systems, processes, and policies adopted at Precision Construction; they will have an automation and continuous improvement remit to lead the automation and AI training initiatives associated with automating the processing of payments to reduce manual processing and improve the volume of payments processed. They will need to analyze, champion, and lead business cases for improvement initiatives that will optimize the speed, accuracy, compliance, or the client experience using data manipulation, system integrations, process design, and policy development.Work of the role:Reporting to the Financial Controller, this role has three main areas of focus:Operational day-to-day processing of AP and PayrollAutomation and systems improvement to drive process speed and efficiencyCustomer service for our workforce and suppliersOperationally, the role will have daily, weekly, monthly, and quarterly deliverables to manage the end-to-end weekly payroll process for our salaried and waged employees and our independent contracting workforce.This includes but is not limited to being the system owner for TimeFiler and PayHero and exploring ways to make job costing, timesheet capture, and leave management more efficient and accurate through system integration, AI, or any other process improvement method available to us.On the AP side, the operational component of the role includes preparing supplier payments from received invoices and ensuring payments are made according to terms; administering and reporting from Workbench and other specific systems used by Precision Construction.As the main point of contact for payroll and supplier payment inquiries, the role needs to provide an excellent customer service experience, maintain strict confidentiality, and foster a culture of continuous improvement based on workforce, supplier, and stakeholder feedback.Strategically, the work of the role involves using AI to automate and improve the efficiency and accuracy of the way payments are processed to ensure the AP processes are ready to increase in the volume that will eventuate with any business growth. This involves but is not limited to visual basic coding and data manipulation, AI training, and using other automation techniques to achieve efficiency.Key responsibilities:Payroll Processing:Manage and process weekly payroll for a diverse workforce.Utilise TimeFiler for timesheet data to ensure accurate billing of hours to construction projects.Process time, allowances, taxes, and other deductibles for our workforce using PayHero.Act as a point of contact for payroll inquiries, providing excellent customer service.Perform all required payroll reporting on time and accurately.Actively pursue process improvement and policy development to speed up processing and achieve consistency in workforce input data.Manage all invoices and credit notes into the Workbench workflow on the same day of receipt.Provide assistance to approval teams with resolving invoice/credit note issues.Export invoices/credit notes into Xero daily and accurately allocate credit notes in Xero.Prepare and process supplier payments from received invoices according to payment terms and in line with expected routine and non-routine deadlines.Maintain and proactively manage the Holds invoicing.Reconcile supplier statements to Xero and promptly resolve supplier statement issues (missing invoices/credit notes, misallocations, missing payments) with suppliers.Onboard new suppliers, including aligning payment expectations and limiting liability exposure.Act as a point of contact for payment inquiries, providing excellent customer service.Process Improvement and Data Analysis:Lead improvement initiatives to enhance payment processes and the overall performance of finance operations.Analyse data to identify trends, solve problems, and improve payment accuracy and efficiency.Operate autonomously with a focus on continuous improvement and growth.Maintain expert working knowledge of the Workbench Purchases and Users modules.Understand Workbench workflow schemas and delegations to facilitate appropriate responses to staff absences and changes in business operations.Perform month-end reconciliation of supplier transactions in Workbench to Xero.Maintain complete, accurate, and up-to-date workforce data in PayHero.Be the companywide Timefiler champion ensuring our workforce is trained and supported in TimeFiler use.Maintain complete, accurate, and up-to-date job, task, and employee data in TimeFiler.Actively manage system data quality and integrity through aging audits, data crosschecks, and systemized reviews between systems.Confidentiality:Maintain the confidentiality of sensitive financial information.Inbox Management:Proactive inbox management directing suppliers and our workforce to appropriate inbox use.Attend to all emails, filing accurately, with only emails relating to open queries remaining in the inbox at the end of each day.Appropriately escalate emails to the Finance Manager as required.Credit Card Management:Proactively follow up with credit card holders to obtain invoices/credit notes for every transaction and process in Workbench workflow.Reconcile the Xero credit card account aiming for no more than 15 items open.Qualifications and Experience:3-5 years of experience in a finance team that has used automation and/or technology-based processing methods to improve payment processing efficiency.Experience with implementing AI-supported automation, system improvements, and API-based integrations.Familiarity with ERPs or supplier payment systems such as Netsuite, Workbench, SAP, etc.Some experience or exposure to payroll processing and accounts payable processing.Knowledge of relevant employee relations legislation, tax legislation, and other compliance requirements for payroll, tax, and financial payments would be highly desirable but not essential.Bachelor's degree in Accounting, Finance, Business Administration, or a related field would be highly regarded.Desirable Technology & Systems Experience:PayHero for payroll processing.TimeFiler for timesheet logging and job costing management.Workbench for billing vendor and workforce billables to construction projects.AI programming and machine learning expertise.Understanding of APIs and system integration methods.Proficiency in Microsoft Office Suite, particularly Excel, for data analysis and reporting.Xero for accounting and reconciliation tasks.Technology and Automation Skills:Understands how to select, program, and troubleshoot technology automations and systems used in processing payments.Finance Knowledge:Fundamental knowledge of accounting principles, tax, and payments compliance.Attention to Detail:High level of accuracy and attention to detail.Analytical Skills:Strong analytical and problem-solving abilities to address challenges.Communication and Customer Service:Excellent communication and customer service skills.Ability to engage and influence stakeholders at all levels.Leadership and Accountability:Leadership skills to drive improvement and change without positional authority.Holds self and others accountable, ensuring commitments are met.Collaboration and Resilience:Works effectively with cross-functional teams to achieve objectives.Maintains focus and positivity in the face of challenges.Personal Attributes:Integrity and Confidentiality:Confidentiality and integrity in handling sensitive information.Growth Mindset and Adaptability:Continuous improvement and growth-oriented mindset.Resilience and adaptability in a dynamic work environment.Efficiency and Organisational Skills:Operates with speed and efficiency.Strong organisational and time management capabilities.Engagement and Helping Others:High energy, engaging, and inspires others.Personal desire to help others and make a meaningful impact.Business Acumen and Proactive Communication:Strong business acumen, engaging with senior leaders and a site-based frontline workforce.Proactively communicates, ensuring no surprises in information sharing.
#J-18808-Ljbffr