Accounts Payable Specialist

Key Responsibilities:

• Receive and log invoices from vendors and validate their accuracy and completeness.
• Match invoices with purchase orders and receive documents to ensure the correct delivery of goods or services. Perform a three-way match to identify discrepancies.
• Route invoices to the relevant departments or individuals for approval and ensure compliance with company policies.
• Enter invoice data into the accounting system, record vendor details, and invoice amounts, and assign appropriate general ledger coding.
• Schedule payments for approved invoices based on due dates and payment terms.
• Execute payments through various methods, such as checks, electronic funds transfers (EFT), or automated clearing house (ACH) payments. Generate and send payment files to the bank or payment platform.
• Reconcile accounts payable records with the general ledger to ensure accurate tracking of outstanding liabilities. Resolve discrepancies and errors.
• Maintain positive vendor relationships and handle inquiries, discrepancies, or other issues related to payments.
• Safely store all AP-related documentation, including invoices, receipts, payment records, and communication logs, in compliance with legal and company requirements.
• Provide regular reports on accounts payable aging, cash flow, and expense analysis to assist in financial decision-making.
• Support the financial closing process by ensuring that all outstanding liabilities are accurately recorded in financial statements and reports.
• Maintain records and documentation in compliance with relevant accounting and tax regulations. Assist in internal and external audits as needed.
• Review and enhance AP processes to increase efficiency and accuracy. Implement best practices and automation where applicable.

Qualifications:

• Proven experience as an Accounts Payable Specialist with a focus on end-to-end AP processes.
• Proficiency in accounting software and MS Excel.
• Strong attention to detail and accuracy.
• Excellent organizational and time management skills.
• Effective communication and interpersonal abilities.
• Knowledge of accounting and tax regulations.
• Ability to work independently and as part of a team.
• Continuous improvement mindset and a commitment to process optimization.