About the Opportunity:
Accounts Payable Communications & Vendor Support
- Monitor and manage designated Accounts Payable email inboxes and communication channels.
- Review incoming invoices and supporting documentation and ensure they are properly organized and processed.
- Respond to vendor inquiries related to:
- Payment status
- Remittance information
- Invoice status
- Account balances and inquiries
- Payment requests
- Follow up with vendors to obtain missing information or documentation required for invoice processing.
- Monitor the Accounts Payable telephone queue and respond to AP-related inquiries.
- Escalate or redirect inquiries to the appropriate internal department when required.
Invoice Processing & Data Entry
- Process Accounts Payable invoices accurately and within established timelines.
- Receive, organize, and electronically file invoices received through various channels.
- Maintain organized invoice records by vendor, legal entity, and supporting documentation.
- Enter invoices into the company's accounting/ERP system and ensure they are coded and assigned to the appropriate entity and business unit.
- Process both:
- Non-purchase order invoices
- Purchase order invoices for goods or services that have been received
- Verify invoices for accuracy, including vendor information, amounts, coding, supporting documentation, and purchase order details.
- Attach invoices and supporting documentation to the appropriate accounting records.
- Route invoices through the applicable approval workflow.
- Monitor outstanding approvals and follow up with internal stakeholders when required.
- Post approved invoices in the accounting system.
- Work closely with internal departments and vendors to resolve discrepancies and ensure timely invoice processing.
Accounts Payable Aging & Payment Processing
- Prepare Accounts Payable aging reports and payment schedules in accordance with established procedures.
- Extract and organize AP data for payment review.
- Review outstanding invoices and identify payments requiring prioritization based on:
- Due dates
- Vendor requirements
- Payment terms
- Business priorities
- Available funding
- Provide relevant notes and supporting information to assist management with payment decisions.
- Submit AP aging and payment reports for management review and approval.
- Process approved payment transactions for applicable payment runs and entities.
- Maintain accurate payment records and supporting documentation.
- Provide remittance details to vendors following payment processing.
- Respond to vendor inquiries regarding payment status and provide remittance documentation when required.
Corporate Credit Card Administration & Reconciliation
- Record corporate credit card transactions accurately and within established deadlines.
- Reconcile credit card accounts to ensure all transactions are properly recorded and supported.
- Monitor available credit limits across company cardholders.
- Identify potential funding or credit-limit issues in advance.
- Communicate anticipated funding requirements to management and assist with ensuring sufficient credit is available.
Fleet & Operating Expense Payment Monitoring
- Monitor company fleet and operating expense accounts for upcoming payment and funding requirements.
- Review available balances and anticipated payment activity.
- Provide advance notification to management when additional funding is required.
- Follow up to ensure funding transfers are completed within required timelines.
Monthly Reconciliations & Financial Controls
- Complete monthly reconciliation of the Accounts Payable subledger to the General Ledger.
- Investigate and resolve discrepancies between AP records and the General Ledger.
- Ensure outstanding balances and transactions are accurately recorded and properly supported.
- Prepare account reconciliations for management review and approval.
- Maintain appropriate documentation to support reconciliations, month-end close, and financial reporting.
- Assist with maintaining effective AP controls and procedures.
Purchase Order & Receiving Coordination
- Work closely with Purchasing, Inventory, Operations, and other internal teams to monitor purchase orders requiring invoicing.
- Prepare and distribute reports identifying outstanding purchase orders that have not yet been received or invoiced.
- Identify purchase orders where receiving or invoicing may be delayed.
- Follow up with appropriate internal stakeholders to resolve outstanding items.
- Assist with vendor and logistics follow-up to ensure:
- Goods and services are received within expected timelines.
- Purchase orders are properly received in the system.
- Vendor invoices are obtained.
- Invoices can be processed and paid within established payment terms.
- Ensure purchase order and AP records remain accurate and up to date.
General Accounts Payable Responsibilities & Internal Controls
- Maintain accurate, complete, and well-organized Accounts Payable records across multiple entities or business units.
- Ensure invoices and supporting documentation are processed in accordance with company policies and procedures.
- Maintain confidentiality and security of financial information.
- Ensure AP transactions are entered accurately and within required deadlines.
- Communicate effectively with vendors, management, and internal departments to resolve issues and prevent payment delays.
- Proactively identify outstanding invoices, discrepancies, duplicate payments, and potential payment issues.
- Assist with improving AP processes, procedures, reporting, and internal controls.
- Provide support for AP reporting, audits, month-end/year-end activities, and other financial requirements as requested.
About You:
· 2+ years of full-cycle AP experience
· Proficient with Excel and ERP systems
· Great communications skills
