Accounts Payable Administrator

The Accounts Payable Administrator is responsible for managing the day-to-day operations of the accounts payable department. This includes processing invoices, ensuring timely payments, reconciling accounts, and maintaining accurate financial records. The role requires strong attention to detail, excellent organizational skills, and the ability to work collaboratively with other departments.

Invoice Processing

• Receive, review, and verify invoices and purchase orders for appropriate documentation and approval.
• Enter invoices into the accounting system accurately and in a timely manner.
• Match invoices with purchase orders and receipts to ensure accuracy.
• Monitor and manage Accounts Payable mailboxes, ensuring invoices and inquiries are reviewed, processed, and directed appropriately in a timely manner.

Payment Processing

• Prepare and process electronic transfers and payments.
• Ensure timely and accurate payment of all invoices.
• Monitor accounts to ensure payments are up to date.

Reconciliation

• Reconcile accounts payable transactions and resolve any discrepancies.
• Maintain vendor files and documentation thoroughly and accurately.
• Perform monthly closing activities and assist in preparing monthly financial reports.

Intercompany

• Coordinate intercompany accounts payable and invoicing activities across related entities.
• Ensure intercompany transactions are recorded accurately and in a timely manner.
• Assist with the reconciliation and resolution of intercompany balances and discrepancies.

Communication

• Communicate with vendors and internal departments to resolve payment issues or discrepancies.
• Respond to inquiries from vendors and internal stakeholders regarding the status of invoices and payments.
• Proactively follow up with internal approvers to ensure invoices are reviewed and approved in a timely manner and elevate outstanding items as required.

Compliance

• Ensure compliance with company policies and procedures, as well as relevant laws and regulations.
• Assist in the implementation of new processes and procedures to improve efficiency and accuracy.

Reporting

• Generate reports related to accounts payable activity as required.
• Assist with audits and provide documentation and support as needed.

This list of responsibilities might not cover everything you'll end up doing.

Education and Experience

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.
• Experience with accounting software and Microsoft Office Suite, particularly Excel.

Required Skills/Abilities:

• Strong attention to detail and accuracy.
• Excellent organizational and time management skills.
• Ability to handle multiple tasks and meet deadlines.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Minimal travel required.