Accounts Payable Associate

 

Position Summary

The Accounts Payable Associate plays a key role in ensuring the accuracy, timeliness, and integrity of the company's accounts payable process. This position is responsible for reviewing, verifying, and processing vendor invoices, ensuring proper matching against purchase orders and supporting documentation, and accurately coding expenses across multiple accounts, departments, and entities. Serving as a primary point of contact for vendor inquiries, the Accounts Payable Associate resolves discrepancies, maintains accurate vendor records, and supports vendor onboarding, while working cross-functionally with purchasing, operations, and department managers to keep invoicing and payment processes running smoothly. Beyond day-to-day processing, this role supports critical financial controls, including month-end close activities, AP reconciliations, aging reports, and audit documentation, helping maintain the accuracy and compliance standards that the broader finance function depends on.

Key Responsibilities

Invoice Processing & Payment Administration

• Review, verify, and process vendor invoices in a timely and accurate manner
• Ensure invoices are matched to approved purchase orders, receiving documentation, packing slips, contracts, and other supporting documentation
• Accurately code and classify expenses to the appropriate general ledger accounts, departments, locations, projects, and entities.
• Verify that invoices comply with company policies and approval requirements prior to processing
• Monitor invoice due dates to ensure timely payment and avoid late fees

Vendor Management

• Serve as a primary point of contact for vendor inquiries regarding payments, account balances, credits, and outstanding items
• Communicate with vendors to resolve invoice discrepancies, short payments, duplicate charges, pricing differences, and credit memos
• Maintain accurate vendor records and supporting documentation
• Assist with vendor onboarding and collection of required tax and compliance documentation

Reconciliation & Issue Resolution

• Investigate and resolve discrepancies between purchase orders, invoices, receipts, and vendor statements.
• Work collaboratively with purchasing, operations, warehouse, and other departments to resolve payment and invoicing issues
• Review vendor statements and ensure all invoices and credits have been properly recorded
• Identify and escalate unusual transactions, missing documentation, or policy exceptions

Financial Controls & Reporting

• Maintain organized records and supporting documentation for audit and compliance purposes
• Assist with month-end close activities, including accruals, AP reconciliations, and reporting requests
• Support preparation of AP aging reports and review outstanding balances
• Ensure adherence to internal controls, approval workflows, and segregation of duties requirements

Cross-Functional Collaboration

• Communicate with department managers regarding invoice approvals, coding questions, and expense classifications
• Partner with team members to address process improvement opportunities and increase efficiency within the AP function
• Provide support during audits by gathering documentation and responding to requests from internal and external auditors

Required Qualifications

• HS Diploma or equivalent
• 2+ years of accounts payable or accounting experience
• Experience with ERP systems such as Sage Intacct, NetSuite, or similar accounting software.
• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Strong attention to detail and organizational skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong problem-solving and analytical skills.

Preferred Qualifications

• Associate's or Bachelor's degree in Accounting, Finance, Business, or related field
• Experience in a multi-entity environment
• Experience with automated AP and expense management platforms such as Airbase
• Knowledge of three-way matching (PO, invoice, receipt) and AP internal controls
• Experience supporting month-end close activities and audit requests

Work Environment & Physical Requirements

• This is a hybrid role, requiring regular in-office presence combined with remote work flexibility, in a professional office environment
• Regularly required to sit for extended periods while using a computer, keyboard, and mouse to process invoices, reconcile accounts, and generate reports
• Frequently required to use hands and fingers for typing and navigating ERP systems, spreadsheets, and AP automation platforms
• Must be able to concentrate for extended periods while managing high volumes of invoices, data entry, and detailed financial documentation with a high degree of accuracy
• Specific vision abilities required include close vision and the ability to adjust focus for extended periods of screen-based work, including reviewing invoices, statements, and financial reports
• Must be able to communicate clearly and effectively via phone, email, and video conference with vendors, department managers, and internal finance team members
• May experience increased workload and deadline pressure during month-end close and audit periods, requiring adaptability and sustained attention to detail during high-volume cycles

Featured Benefits  

• Competitive salary
• Comprehensive health, dental, and vision insurance
• 401k with employer match
• Paid Time Off
• Employee Perks & Discounts