AP Specialist

The Accounts Payable Specialist meticulously reviews invoices to ensure accuracy and compliance with lease agreements. They are responsible for clarifying details with the rent coordinator, entering invoice data into specified systems, and processing manual invoices while maintaining up-to-date vendor information. This role is crucial in fostering communication between the real estate department and landlords, aiding in reconciliations, and overseeing the digital storage of correspondence, thereby ensuring smooth operational flow.

• KPI Production:
  Responsible for producing weekly, monthly, and yearly AP KPIs.
• Reconciliation and Monitoring:
  Reconciliation and monitoring of goods received not invoiced.
• Invoice Coordination:
  Request the clusters to book invoices and credit notes if necessary.
• Reporting:
  Generate open items report for the weekly AP team meeting.
• Audit Support:
  Support internal and external auditing by providing the required documentation.
• Payment Processing:
  Process of payments and transfer to internal systems.
• GL Reconciliation:
  Reconcile all general ledger of Accounts Payable in SAP for all entities and closely.
• Aging Monitoring:
  Monitor the aging with a reasonable explanation and solution of all open items for goods.
• Change Management:
  Responsible for raising RFC (request for change) to HQ finance team.
• Invoice Review:
  Review invoices to ensure charges and descriptions are in accordance with lease documents and communicate with the rent coordinator if questions arise.
• Data Entry:
  Enter invoice transactions into the AMT (lease administrator system) and/or AS400 AP system.
• Invoice Processing:
  Process approved miscellaneous manual invoices sent to the real estate department.
• Data Management:
  Gather sufficient and required data to maintain or update vendor changes in the billing system and assist the rent coordinator with the corresponding changes.
• Document Upload:
  Upload invoices, ledgers, and landlord’s correspondence by store into AMT.
• Communication Coordination:
  Communicate and transmit to the Real Estate department (in Hoffman Estates) landlord’s inquiries that require further assistance.
• Reconciliation Assistance:
  Assist rent coordinator with landlord reconciliations, rent and year-end CAM balances by verifying invoices, and payment discrepancies.
• Payment Information Provision:
  Provide landlord payment information such as check numbers or copies of checks issued when information is requested.
• Digital Filing:
  Scan and digitally store paper correspondence received such as statements, invoices, and notices into AMT.

• Invoice Processing:
  Checking incoming invoice processing (control AP bookings and payments).
• Treasury Reporting:
  Prepare daily treasury reports.
• Invoice Management:
  Responsible for invoice-related topics (vendor queries) in conjunction with SSC.
• Payment Initiation:
  Initiate all outgoing payments (AP, AR, tax, payroll).
• Bank Transactions:
  Manage bank clearing and bank uploads.
• Credit Card Management:
  Manage company credit card issues.
• Invoicing Oversight:
  Handle invoicing-related topics (mismatch, reminders, approval).
• Closing Support:
  Support the preparation of the monthly closing.
• Audit Liaison:
  Work closely with internal audit and external auditors.
• Banking Communication:
  Keep in contact with the bank.
• Project Participation:
  Participate/manage different projects (like a company credit card, expense reimbursement tool, SAP, etc.).

• Leadership &
  
  Collaboration:
  
  Leading and collaborating with regional and functional teams to drive training across the Asia Pacific Services organization.
• Training Delivery:
  Delivering scheduled weekly/monthly training for the AP region (CEC/FS).
• Content Development:
  Working on content for enhancement and translation.
• Vendor Management:
  Driving soft skill vendor Train The Trainer (TTT) sessions and content refresh.
• Assessment & Reporting:
  Managing the assessment process, dashboard updates, Knowledge Base (KB), and LEAP enhancements.
• Feedback Management:
  Collecting region feedback and implementing close looping practices.
• Customer Insight Analysis:
  Analyzing Voice of Customer (VOC) to identify and prioritize opportunities for further improvement related to soft skills.
• E-Classroom Promotion:
  Promoting e-classroom training with a focus on communications and engagement.
• Collaboration with HQ:
  Working with the HQ training team to share feedback on tips and LEAP modules.

• Invoice Management:
  Process, review, and verify the accuracy of invoice information to ensure its validity.
• Account Coding:
  Correctly code all vendor invoices to the appropriate GL accounts.
• Vendor Management:
  Set up new vendors, collect W9s, and maintain the vendor master list.
• Payment Processing:
  Obtain approvals and ensure timely payment.
• Customer Support:
  Address vendor and employee email requests as needed, providing the…