Accounts Payable Specialist

Job Title:

Accounts Payable Specialist

Job Description

The Accounts Payable Specialist processes a high volume of invoices in an automated SAP S/4

HANA environment, ensuring accurate and timely payments to vendors. This role focuses primarily on non-purchase order invoices and ERS vendor invoices, supports invoice verification through OCR tools, and provides critical backup for key accounts payable functions. The specialist collaborates closely with a global AP team and vendors to resolve issues, maintain accurate records, and support continuous process improvements during an ongoing technology transformation.

Responsibilities

+ Process and post non-purchase order invoices for temporary labor and other specified vendors with a high level of accuracy.

+ Monitor the status of ERS vendor invoices for purchase order two-way match vendors and ensure timely resolution of discrepancies.

+ Serve as the primary backup for verifying invoices in OCR software, confirming that captured data matches invoice details.

+ Process freight debit memos accurately and in a timely manner.

+ Process incoming mail twice daily and route documents appropriately for further processing.

+ Assist with monthly goods receipt/invoice receipt (GR/IR) maintenance by verifying account status with vendors and resolving open items.

+ Support Material Control by reviewing purchase order history to identify and resolve missing goods receipts.

+ Respond promptly and professionally to vendor inquiries regarding invoice payments, past due invoices, and account status.

+ Research vendor statements to reconcile balances, identify missing invoices, and resolve discrepancies.

+ Provide backup support for non-purchase order invoice processing when needed to ensure continuity of operations.

+ Provide backup support for the processing of vendor returns, coordinating with relevant internal stakeholders as required.

+ Work within an email inbox where invoices are received, ensuring documents are correctly imported into the system.

+ Review invoice images and corresponding processing screens to verify invoice number, date, amount, and other key details before routing.

+ Identify or confirm the appropriate contact for invoice approval by reviewing the invoice and, when needed, referencing prior invoices.

+ Use the system's approval workflow to send invoices for coding and approval, adding clear notes when special handling or context is required.

+ Search and select the correct approver in the system by user  name to ensure invoices route to the appropriate person.

+ Escalate vendor setup needs to the vendor master team when a vendor cannot be identified, ensuring a W-9 is obtained before setup.

+ Record vendor numbers and relevant details in note sections to maintain clear audit trails and support accurate AP records.

+ Contribute to a culture of continuous improvement by adapting to new technologies and process enhancements within the AP function.

Essential Skills

+ At least 2 years of accounts payable experience, preferably in a high-volume environment handling approximately 2,000 invoices per month.

+ Hands-on experience with accounts payable processes, including invoice processing, non-PO invoices, and vendor payments.

+ Proficiency in working with shared email inboxes for receiving and managing invoices.

+ Strong data entry skills with a focus on accuracy and attention to detail.

+ Ability to verify invoice information such as invoice number, date, amount, and vendor details against system records.

+ Experience responding to vendor inquiries and researching vendor statements to resolve discrepancies.

+ Comfort working in an automated accounts payable environment and following structured workflow processes.

+ Strong organizational skills to manage multiple tasks, deadlines, and priorities in a fast-paced setting.

+ Effective written and verbal communication skills for interacting with vendors and internal stakeholders.

+ Ability to work collaboratively as part of an accounts payable team.

Additional

Skills & Qualifications

+

Experience with SAP, particularly SAP S/4

HANA, is a strong plus.

+ Previous exposure to OCR or other invoice automation tools is highly desirable.

+ Experience supporting GR/IR maintenance and working with purchase order histories is beneficial.

+ Familiarity with freight debit memo processing and vendor returns is an advantage.

+ Comfort working with minimal use of Excel, relying primarily on ERP and automation tools.

+ Adaptability to new systems, processes, and technology…