Accounts Payable Associate

Description

Established in 2001, MES Service Company, LLC. (MES) is the nation's largest provider of personal protective equipment (PPE), fire apparatus, uniforms, and related services to first responders. With more than 25 locations nationwide, MES is a trusted source of equipment and service for firefighters, law enforcement, and EMTs.

Our organization is supported by a dedicated team of over 300 sales representatives and certified service technicians, allowing us to deliver unparalleled quality and service across the industry. MES also supports its customers with innovative digital commerce solutions and a nationwide warehousing network, including three strategically located distribution hubs that carry thousands of products from the industry’s leading brands.

The Accounts Payable Specialist is responsible for maintaining accurate and timely records of MES, Inc.’s obligations to vendors and suppliers. This full-time, in-house role supports the end-to-end accounts payable process, including invoice processing, verification, reconciliation, and issue resolution. The position works closely with internal departments and external vendors to ensure efficient, accurate, and compliant payment operations.

The ideal candidate demonstrates strong attention to detail, excellent organizational skills, and the ability to communicate effectively in a fast-paced, high-volume environment.

Invoice Processing

• Monitor assigned invoice-processing queues and accounts payable mailboxes.
• Review invoices for completeness, accuracy and appropriate legal-entity information.
• Enter and process vendor invoices accurately in Net Suite.
• Verify invoice numbers, dates, amounts, payment terms, purchase orders and vendor information.
• Review the system for duplicate invoices and previously processed transactions before posting.
• Code non-purchase-order invoices to the appropriate general-ledger accounts, departments, locations and entities.
• Route invoices through the required approval workflow.
• Follow up on invoices awaiting approval and escape delays when appropriate.
• Attach invoices and all required supporting documentation to the applicable transactions.

Purchase-Order and Receipt Matching

• Perform two-way and three-way matching among purchase orders, receipts and vendor invoices.
• Confirm that invoiced quantities, prices, freight, taxes and payment terms agree with approved purchasing documentation.
• Identify missing receipts, incorrect purchase-order pricing and quantity discrepancies.
• Coordinate with Purchasing, Receiving and Operations to resolve matching exceptions.
• Ensure material discrepancies are resolved before invoices are approved for payment.
• Maintain clear notes identifying the issue, responsible party and required next action.
• Monitor assigned exception and problem queues until each issue is resolved.

Vendor Account Management

• Respond to vendor questions regarding invoice status, payment timing and account balances.
• Reconcile vendor statements to MES accounts payable records.
• Identify missing invoices, unapplied payments, credit memos and account discrepancies.
• Request copies of missing invoices and supporting credit documentation.
• Ensure approved vendor credit memos are recorded and applied promptly.
• Assist with vendor setup and maintenance requests.
• Support the verification of vendor tax forms, contact details and payment information.
• Escalate vendor banking changes and potential fraud concerns according to company procedures.

Payment Processing Support

• Review assigned invoices for inclusion in weekly payment proposals.
• Confirm that invoices selected for payment have received the required approvals.
• Support the preparation of ACH, check, wire and credit card payments.
• Verify payment amounts, vendor information and remittance details.
• Provide payment confirmations and remittance information to vendors.
• Research returned payments, stale checks, duplicate payments and payment-application issues.
• Assist with voids, stop payments and payment reissuances after obtaining the required approvals.
• Maintain complete payment documentation according to company policy.

Month-End and Reconciliation…