Senior Payment Admin

Job Purpose Own the full lifecycle of the company’s payment documents, contracts and licenses, from initiation and approval through reconciliation and archiving. Act as the single point of contact (POC) for administrative finance matters with AP, the HOF, the CEO and vendors. Make sure no documents are left pending, no payments are late, and records stay transparent and ready for reconciliation at any time.

Job Description
1. Document Control & Payment Processing
• Track and control the progress of all payment documents (PR/PO/PM) in the ERP system. Make sure no document stays pending for more than 2 working days, and follow up with stakeholders as soon as delays occur.
• Prepare all payment documents and check that they are complete and valid before submitting them to AP. Use standard templates for each expense type to reduce errors and rejections.
• Prepare documents for HOF signature on schedule and in line with the approval authority matrix. Make sure each document is legally and substantively complete before submission, so the HOF is never held up by missing information.
• Build and keep improving a set of standard payment document templates that meet Accounting’s requirements. Standardize the request intake process to shorten processing time and improve accuracy. 2. Vendor Relationship & Payment Management
• Own the end-to-end payment lifecycle with office service vendors: plan payment schedules, monitor contract terms closely and make sure no payment is overdue.
• Act as the main contact with vendors on contracts and supporting documents. Make sure every transaction has full evidence and follows the internal approval process.
• Track and push forward the full contract lifecycle (signing, invoicing, payment). Update status regularly and resolve bottlenecks quickly.
• Work with the Office Operations Specialist on uniform distribution paperwork. Make sure delivery records are accurate and match accounting figures. 3. Contract & License Management
• Build and maintain a Master Tracker of all company contracts and licenses (including the Tech team’s). Keep terms, fees and document status accurate so the tracker serves as the single source of truth for renewal decisions.
• Forecast contract and license renewals 1–3 months ahead. Work with relevant departments so that no service is interrupted by an unplanned expiry.
• Draft cost proposals for procurement and for contract and license renewals for departments, using standard templates. Include a complete basis for approval to avoid repeated revisions.
• Support the organization and logistics of internal activities such as happy hours, town halls, team building and the year-end party. 4. Reconciliation & Administrative Reporting
• Consolidate and reconcile office operating expenses with Accounting by the monthly deadline. Make sure figures match across all parties and be ready to explain them when needed.
• Monitor month-end cost accrual: remind PO owners to close POs on time and work with AP so no POs are left unprocessed.
• Prepare periodic reports on vendor, license and operating costs and submit them to the HOF at the start of each following month. Give leadership a full picture to support budget decisions.
• Make sure all expense reimbursements and POs in the ERP are processed within the month’s deadlines, so no item misses a payment cycle and affects cash flow. 5. Process Improvement & Operational Support
• Research and propose improvements to payment and administrative processes, with a target of at least 2–3 initiatives implemented per year.
• Help resolve issues with software accounts and internal work tools when they come up. Work with vendors so that other departments’ work is not disrupted.
• Support internal events when needed. 6. Other tasks as assigned by the Line Manager Job Requirements
• Bachelor’s degree in Finance, Accounting, Business Administration or a related field
• Have a total of 4+ years of experience, including at least 2–4 years of experience in payment administration or accounts payable
• Proficient in ERP systems (NetSuite preferred) and advanced Excel
• Good understanding of VAT invoices, AP processes and accounting documentation requirements
• Experience in contract and vendor management is a plus
• Strong control of figures; spots discrepancies and risks early
• Able to handle many documents at once without errors or missed deadlines
• Communicates professionally and clearly with vendors and internal teams
• Standardization mindset: turns processes into templates to cut manual work
• Proactive and able to manage own work independently