Accounts Payable Associate

The Accounts Payable Associate supports Singer H&R by processing vendor invoices accurately and promptly, maintaining complete electronic records, and resolving issues that could delay payment. This role helps ensure costs are recorded correctly and invoices are ready for payment in time to capture available cash discounts and support vendor rebate programs.

We are seeking a highly motivated, dependable individual with exceptional attention to detail. The successful candidate checks their work, takes ownership of open items, and follows through without repeated reminders. As Singer H&R moves to a paperless AP process, this person must be comfortable working in digital systems and helping improve electronic workflows.

• Review and enter vendor invoices and credit memos accurately and promptly. Verify vendor, invoice number, dates, amounts, payment terms, and supporting documentation; identify potential duplicates before posting.

• Match purchase order invoices to purchase orders and receiving records. Investigate pricing, quantity, freight, sales tax, and other discrepancies with the appropriate internal team or vendor before processing.

• Apply the correct general ledger account, location, department, and job or project coding, as applicable. Obtain clarification rather than making unsupported assumptions.

• Follow company purchase order and approval requirements, including the Non-Merchandise Purchase Order Policy. Flag missing POs, receiving records, or approvals and follow through to resolution.

• Prioritize invoices with cash discount terms and rebate implications. Keep eligible invoices posted, approved, and ready for payment before applicable deadlines; escalated potential missed discounts promptly.

• Reconcile vendor statements to AP records, research missing invoices and credits, and resolve unapplied payments, past‑due items, and other differences.

• Monitor the shared AP inbox, route items appropriately, and respond professionally to vendor and internal inquiries. Track unresolved items through completion.

• Maintain organized, searchable electronic invoice and approval records. Follow established document naming, indexing, retention, and access requirements.

• Support the transition to paperless AP by using electronic invoice intake, document capture, approval routing, and record retrieval tools. Identify workflow gaps and suggest practical improvements.

• Prepare payment support and assist with approved ACH, wire, check, or other payment processing as assigned. Follow authorization requirements and maintain separation between preparation and approval.

• Follow established vendor setup and banking change verification procedures. Escalate suspicious requests or inconsistent documentation before changes or payments are processed.

• Assist with vendor credit applications and documentation requests using approved company information and required authorizations.

• Support month‑end close by identifying unprocessed invoices and potential accrual items, meeting posting deadlines, and providing requested schedules and supporting records.

• Coordinate with purchasing, receiving, sales, operations, and accounting to resolve issues. Protect confidential information and assist with other AP projects as assigned.

• At least one year of hands‑on accounts payable experience preferred, including invoice processing and discrepancy resolution. Experience in a high‑volume environment serving multiple locations is a plus.

• Exceptional attention to detail, strong numerical accuracy, and the discipline to verify entries and supporting documentation before completing work.

• Self‑motivated and accountable, with the ability to prioritize deadlines, manage competing requests, and resolve issues with limited day‑to‑day supervision.

• Working knowledge of purchase order matching, vendor statements, payment terms, and basic accounting. General ledger and job costing experience preferred.

• Proficiency with Microsoft Excel and Outlook and the ability to learn accounting, ERP, and electronic document management systems. Epicor Prophet 21 experience is a plus.

• Comfort working with electronic records, shared inboxes, and digital approval workflows; willingness to adapt as processes and systems change.

• Clear written and verbal communication, professional vendor service, sound judgment, and a high standard of confidentiality and integrity.

• Ability to meet scheduled work hours and month‑end deadlines, with overtime as needed.