SUMMARY:

This role is suited to a highly organised and detail-oriented professional to oversee the 3-way matching process within the Procure-to-Pay (P2P) cycle for stock transactions. This role will be responsible for ensuring precise alignment between purchase orders (PO), goods received not invoiced (GRNI), and invoices (INV), while maintaining adherence to internal controls, GST compliance, and timely processing for inclusion in weekly payment runs. Additionally, the successful candidate will collaborate closely with the onshore team to escalate and resolve discrepancies swiftly, ensuring the seamless completion of the 3-way matching process.

RESPONSIBILITIES:

• Invoice Matching: Execute 3-way matching between purchase orders, goods received, and invoices to verify quantity, pricing, and GST accuracy for all stock transactions.
• Returns Processing: Manage RTS matching by verifying goods shipped against credit notes to ensure accurate financial adjustments for returned stock.
• GST Compliance: Ensure all processed transactions comply with Australian GST regulations and company tax policies.
• Exception Management: Identify and resolve discrepancies in the matching process through collaboration with onshore teams and external stakeholders.
• Vendor Management: Oversee vendor setup, banking detail updates, and Jira ticket management while maintaining rigorous documentation for fraud prevention.
• Statement Reconciliation: Perform monthly reconciliations of vendor Statements of Account (SOA) against internal ledgers to resolve outstanding balances and discrepancies.
• Data Integrity: Accurately input and validate P2P data within the ERP system to maintain reliable financial records.
• Cross-Functional Collaboration: Participate in task rotations and cross-training between AP and AR functions to support business continuity.
• Process Automation: Support the implementation and testing of AI tools for accounts payable automation and provide feedback for system enhancements.
• Documentation & Training: Maintain up-to-date Standard Operating Procedures (SOPs) and facilitate knowledge transfer for team members.

QUALIFICATIONS:

• Experience: Minimum 1-2 years of experience in Procure-to-Pay (P2P), accounts payable, procurement, or supply chain, with a focus on stock management, GST/VAT compliance, and 3-way matching.
• Technical Skills: Proficiency in ERP systems (e.g., Business Central, SAP, Oracle) and intermediate to advanced Excel skills for data analysis.
• Attention to Detail: Ability to work with large datasets and identify discrepancies with accuracy.
• Problem-Solving Skills: Strong analytical skills to escalate mismatches.
• Communication Skills: Effective written and verbal communication skills to collaborate with the onshore team.
• Time Management: Ability to prioritise tasks and work efficiently to meet deadlines.
• Familiarity with stock management processes, warehousing, and inventory reconciliation.
• Experience working in an offshore environment and collaborating with onshore teams.
• Strong understanding of invoice compliance with regards to Australian GST regulations.
• Certificate in accounts payable or other accounting or finance qualification 

Key Performance Indicators (KPIs) and Service Level Agreements (SLAs):

3-Way Invoice & RTS Matching & VTT Raising Credit Notes

KPI: Process 90% of invoices and credit notes within 24 hours of receipt. Achieve 80% daily completion of Work in Progress (WIP) for Manual EDI, Non-EDI, and prepayment invoices.

SLA: Maintain a minimum 98% accuracy rate in matching invoices and credit notes against purchase orders and receipts.

Reconciling Vendor Statements

KPI: 100% of vendor statements are reconciled within 14 days of receipt.

SLA: Ensure 95% accuracy in reconciliations and raising discrepancies with internal/ external stakeholders.

Target: Complete 100% review of the prepayment reconciliation tracker by mid-month.

Escalate/ monitor QA Issues

KPI: 90% of QA issues are followed up for resolution within 7 days of identification.

SLA: Ensure 100% of QA issues are logged with the onshore team and tracked until resolution.

 

The ZALORA Story

ZALORA is Asia’s leading online fashion, beauty, and lifestyle destination, and part of Global Fashion Group. As one of the region’s pioneering large-scale e-commerce platforms, ZALORA has established a strong presence across Southeast Asia, with key markets in Singapore, Indonesia, Malaysia, the Philippines, and Hong Kong, and receives over 50 million visits monthly.

ZALORA does not accept resumes or candidate submissions from third parties for any position, whether advertised or otherwise, unless ZALORA has entered into a valid written agreement with such third party and has expressly requested candidate referrals.

Any third party that submits unsolicited candidate information, resumes, or profiles without prior written authorization from ZALORA agrees that it has no entitlement to any placement fee, referral fee, or other compensation, even if the candidate is later hired or engaged by ZALORA or Global Fashion Group.

THE ICONIC Story

THE ICONIC is the number one fashion and lifestyle destination in Australia and New Zealand.  At THE ICONIC we believe it’s all about the people.  Our customer focus is matched by the empowerment and support we give our employees and partners who make what we do possible.  Our Buying team works collaboratively to liberate and inspire our customers, selecting the best and latest products from the most desirable brands.  This team is creative, analytical and absolutely customer-focused. Our Buying team lives and breathes fashion.

Consent Disclaimer

By submitting your application for this role, you consent to ZALORA collecting, using, processing, and disclosing the personal data contained in your application and any supporting documents for recruitment-related purposes, including assessing and evaluating your suitability for the present role and for other positions and career opportunities within ZALORA. Your personal data may be shared within the ZALORA Group and with authorized third-party service providers on a need-to-know basis for these purposes.

Where applicable, your personal data may also be stored or processed on systems or servers operated by ZALORA’s service providers, including providers located outside the jurisdiction in which your data was collected. You may request access to or correction of your personal data held by ZALORA by contacting the relevant ZALORA contact point or Data Protection Officer.