Accounts Payable Specialist

Job Summary:

The Accounts Payable Specialist is responsible for managing Global Invoices and Vendor requests / inquiries in accordance with company policies. This role will collaborate with cross-functional teams, including Procurement and Finance, to process global invoices, manage vendor inquiries, help resolve payment issues, and support audit activities.

This role is vital to maintaining the accuracy and efficiency of the AP process, and it requires strong attention to detail, organizational skills, and the ability to work in a dynamic, fast-paced environment.

Detailed duties & Responsibilities:

Invoice Processing & Payments:

• Process vendor invoices through Zip, ensuring timely matching with Purchase Orders (POs), and validating supporting documentation (Contracts/ SOWs).
• Respond to vendor inquiries and maintain positive vendor relationships.
• Maintain vendor records, including W-9s and payment terms.
• Assist with month-end closing procedures.
• Monitor and assist in processing vendor payments within standard payment terms.
• Reconcile vendor statements and resolve discrepancies related to payment or invoice processing.
• Support month-end and quarterly close activities, ensuring all invoices are processed and reconciled.

Expense Management:

• Review employee travel expenses and validate against company policy before approval.
• Assist with managing corporate credit card transactions, ensuring all necessary receipts and documentation are submitted for reconciliation.
• Assist in conducting quarterly audits of high-risk expense reports.

Vendor Management & Queries:

• Maintain up-to-date vendor records (e.g., W-9s, payment terms) and assist with onboarding new vendors as needed.
• Respond to vendor and internal inquiries related to payments or invoices, resolving issues promptly.
• Triage and assign vendor-related tickets, ensuring queries are directed to the appropriate team members for resolution.

Compliance & Documentation:

• Ensure compliance with internal financial policies and procedures, particularly in relation to payment processing, SOX compliance, and audit readiness.
• Maintain accurate and organized records of all accounts payable transactions to support audits and legal requirements.
• Assist in ensuring adherence to key performance indicators (KPIs) and service level agreements (SLAs) for invoice and payment processing.

Collaboration & Support:

• Collaborate with the Accounting and Procurement teams to improve the procure-to-pay (P2P) process and identify opportunities for efficiency.
• Support ad-hoc financial reporting and special projects as needed.
• Assist in maintaining the accuracy of procurement-related data in Zip, ensuring seamless communication between Procurement and Finance.

Requirements & Other skills:

• 3-5 years of experience in Accounts Payable or Finance Operations, with a solid understanding of invoice processing and vendor management.
• Experience with procure-to-pay systems such as Zip, NetSuite, Gmail, and/or any ticketing tool(s)
• Strong organizational skills with impeccable attention to detail and accuracy in a fast-paced environment.
• Excellent communication skills, with the ability to manage vendor relationships and address internal stakeholder inquiries professionally.
• Basic understanding of general ledger (GL) accounts and knowledge of tax-related regulations (e.g., VAT, GST, sales tax).
• Attention to Detail: Ensuring accuracy in all accounts payable processes.
• Problem-Solving: Ability to quickly resolve invoice discrepancies and vendor-related issues.
• Customer Service: Focused on providing timely and accurate responses to both internal and external stakeholders.
• Compliance-Oriented: Ensure all financial transactions comply with company policies and audit requirements.
• Collaboration: Proven ability to work cross-functionally with Procurement, Finance, and other departments.