Accounts & Documentation Assistant

Job purpose

Supplier invoice processing

• Receive, organize, and process supplier invoices from restaurant concepts, head office, and central purchasing.
• Verify supplier details, invoice numbers, dates, amounts, applicable VAT, quantities, prices, discounts, tax, and totals.
• Match invoices to approved purchase orders and goods receipts where applicable; identify duplicates, missing receipts, incorrect prices, and discrepancies before posting.
• Post verified invoices in Supy or the designated accounting system and code them by restaurant, cost centre, expense category, and accounting period.
• Resolve unmatched or disputed transactions with internal stakeholders; process supplier credit notes and debit adjustments after verification and approval.
• Maintain a daily record of invoices received, posted, disputed, and pending.

Accounts payable support

• Reconcile supplier statements against recorded invoices and credit notes; follow up on missing invoices and supporting documents.
• Prepare supplier payment documentation, monitor outstanding and overdue balances, and assist with accounts payable aging reports.
• Support month-end closing by identifying unrecorded invoices, goods received but not invoiced, and pending credit notes.
• Coordinate with Finance on accounting entries and corrections; supplier payments must follow authorized approval procedures.

Document control and Supy support

• Maintain digital and physical purchase orders, delivery notes, invoices, credit notes, and supplier statements; scan, upload, name, index, and file records.
• Track missing, incomplete, and unapproved documents; retrieve records for audits, supplier queries, management reviews, and reconciliation.
• Follow document-retention, confidentiality, and controlled-access policies.
• Post routine Supy invoices, link them to purchase orders and goods receipts, identify incorrect or duplicate records, coordinate correction requests with the Cost Controller, and log pending exceptions.
• Support reconciliation between Supy purchasing records and the accounting ledger where the systems are separate.
• Do not change product prices, inventory quantities, or master data without proper authorization.

Reporting and administration

• Prepare daily or weekly invoice-posting and pending-document reports and monitor outstanding credit notes and disputed invoices.
• Assist with purchasing and inventory audit documentation and Finance month-end and year-end closing.
• Report recurring documentation errors and recommend improvements to invoice filing and processing efficiency.

Experience

• Two years of food-and-beverage experience is preferred.

Pay

• Pay is AED 2,500–3,500 per month.

Work location

• Work location is in person.