Accounts Payable Specialist

• 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
• 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.
• 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:
• 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.