Accounts Payable Analyst

The Accounts Payable Analyst is responsible for the accurate and timely processing of vendor invoices, employee expense reports, corporate card transactions, and payments. This role supports project-level financial reporting by ensuring expenses are properly documented, approved, coded, and recorded in Net Suite.

The ideal candidate is detail-oriented, organized, comfortable working in a fast-paced project-based environment, and able to communicate effectively with vendors, project managers, and internal stakeholders.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job description is not intended to contain a comprehensive listing of the activities, duties, or responsibilities required of the position; additional activities, duties, or responsibilities may be assigned.

• Review and process vendor invoices in Net Suite, ensuring accuracy, appropriate approvals, and complete supporting documentation. Mail distribution and tracking
• Verify general ledger accounts, project numbers, departments, items, classes, locations, and other required coding.
• Match invoices to purchase orders, contracts, estimates, or other supporting documentation when applicable.
• Identify duplicate invoices, billing discrepancies, missing approvals, and coding errors before transactions are posted.
• Ensure expenses are recorded in the appropriate accounting period and assigned to the correct client project.
• Prepare domestic and international vendor payments through ACH, check, wire transfer, virtual card, or other approved payment methods.
• Review payment batches for accuracy and obtain required approvals before release.
• Confirm vendor banking information and payment instructions in accordance with established fraud-prevention procedures.
• Respond to vendor inquiries regarding invoice status, payment timing, and account balances.
• Prepare domestic and international vendor payments through ACH, check, wire transfer, or other approved payment methods.
• Review payment batches for accuracy and obtain required approvals before release.
• Confirm vendor banking information and payment instructions in accordance with established fraud-prevention procedures.
• Respond to vendor inquiries regarding invoice status, payment timing, and account balances.
• Research and resolve returned payments, unapplied credits, payment discrepancies, and outstanding checks.
• Assist with maintaining accurate vendor payment terms and preferences.
• Support vendor onboarding by collecting required tax forms, banking information, contact details, and other documentation.
• Review vendor records for completeness and accuracy before activation.
• Help maintain vendor records, including payment terms, addresses, tax information, and inactive status.
• Assist with annual Form 1099 preparation and vendor tax-information reviews.
• Follow established procedures for verifying vendor banking changes and protecting the organization from payment fraud.
• Research and resolve returned payments, unapplied credits, payment discrepancies, and outstanding checks.
• Assist with maintaining accurate vendor payment terms and preferences.

• Reconcile accounts payable subledger activity to the general ledger.
• Reconcile vendor statements and investigate outstanding or missing invoices.
• Review accounts payable aging reports and resolve old or unusual balances.
• Prepare reports on outstanding invoices, upcoming payments, unapplied vendor credits, payment exceptions, and project-related costs.
• Support project managers and Finance with research into vendor costs by client, project, event, and expense category.
• Assist with audit requests and provide supporting documentation as needed.

Required Travel: 0%

This position operates in a professional office environment, using standard office equipment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. The employee is frequently required to sit; stand; walk; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to climb or balance;

and stoop, kneel, crouch or crawl.

• Strong attention to detail and commitment to accuracy.
• Ability to manage a high volume of transactions and competing deadlines.
• Strong analytical, research, and problem-solving skills.
• Clear and professional…