Accounts Payable Administrator

Job HighlightsThe Accounts Payable Administrator is responsible for the accurate and timely processing of all outgoing payments at Houston Grand Opera. This role manages the full AP cycle — from invoice receipt and coding through payment disbursement — and serves as the primary point of contact for vendors, independent contractors, and internal staff on payment-related matters.In addition to day-to-day AP processing, this role owns vendor onboarding and maintenance, corporate credit card administration, and year-end 1099 reporting. The Administrator is detail-oriented, well-organized, and experienced in a high-volume AP environment, with a strong understanding of internal controls and a customer-service mindset toward both internal and external stakeholders.Join Us!We are looking for talented, passionate, dedicated people who are eager to make contributions to our community and our mission.Concerned you do not meet every single requirement listed? Apply! We know that some people are less likely to apply for a job if they do not think they meet 100% of the requirements. At HGO, we are dedicated to building a diverse, inclusive, and authentic workplace. So, if you are excited about this position but your experience does not align perfectly, we encourage you to apply! You may be just the right candidate for this position or another role at HGO.About the Houston Grand OperaThe mission of HGO is to enrich our diverse community through the art of opera. We do so by creating, curating, exploring, and producing outstanding experiences centered around the human voice. HGO has received a Tony Award, two Grammy Awards, and three Emmy Awards – we are the only opera company in the world to win all three honors.Our strategic focus is two-fold: creating profoundly enriching experiences for our diverse audiences and clearly defining and positively promoting the HGO brand.We are passionate about building and sustaining an inclusive and equitable working environment for all company members. We believe every team member enriches our diversity by exposing a broad range of ways to understand and engage our community and discover, design, and deliver enriching experiences.Compensation and BenefitsWe offer robust benefits to full-time employees, including:Comprehensive and affordable health benefits.Generous paid time.403b retirement plan with employer match.Flexible work schedule.Professional development fund and opportunities.Discounted parking in the Theater District garage and nearby lots plus easy access to Metro transportation.Free tickets to our mainstage and community productions and events.Key ResponsibilitiesInvoice Processing & Vendor PaymentsReceive, review, and process vendor invoices and check requests; verify accuracy of amounts, coding, and supporting documentation.Ensure all invoices are properly approved in accordance with the organization's authorization and approval policies.Prepare and process payment runs on a regular cycle (check, ACH, and wire transfers).Respond promptly to vendor inquiries regarding payment status, remittance, and account discrepancies.Maintain an organized AP filing system — electronic and/or paper — with complete and accurate documentation for every transaction.Review and process employee expense reimbursements in accordance with the organization's expense reimbursement policy.Vendor Setup & MaintenanceOnboard new vendors and independent contractors, including collection and verification of W-9s and banking information for ACH payments.Maintain accurate and up-to-date vendor records in the accounting system, including contact information, payment terms, and tax identification numbers.Implement and enforce vendor onboarding procedures that safeguard against fraud, including validation of bank account changes.Credit Card AdministrationCollect, review, and reconcile monthly credit card statements; ensure all charges are supported by receipts and proper coding.Follow up with cardholders regarding missing receipts, unsupported charges, or policy violations.Process credit card transactions in the accounting system and ensure timely payment of card balances.Manage procurement of credit cards for new employees and cancellation of cards for terminated employees.Lead training of new cardholders on credit card policies, expense documentation requirements, and use of online credit card management system.Fixed Asset LedgerMaintain and reconcile the fixed asset ledger, ensuring accurate recording of asset acquisitions, disposals, transfers, and impairments.Calculate and post monthly depreciation entries in accordance with company policy.Ensure proper tagging, categorization, and useful-life assignment of new asset additions.Prepare fixed asset roll-forward schedules and supporting documentation for month-end, quarter-end, and year-end close.1099 Reporting & Year-EndMaintain accurate records throughout the year to support year-end 1099 preparation, including tracking of payments to reportable vendors and contractors.Prepare and issue IRS Forms 1099-NEC and 1099-MISC annually in accordance with IRS deadlines and requirements.File 1099 information returns with the IRS and applicable state agencies.Respond to vendor inquiries regarding 1099s and coordinate corrections as needed.Reconciliation & Audit SupportAssist with year-end AP close activities, including accruals, open invoice review, and audit support schedules.Support the annual audit by preparing AP-related schedules and responding to auditor requests.Assist the Controller with month-end and year-end close activities as needed.Qualifications5+ years of accounts payable experience.Working knowledge of accounts payable processes, internal controls, and payment methods (check, ACH, wire).Familiarity with IRS 1099 reporting requirements (1099-NEC and 1099-MISC).Experience with accounting software (Blackbaud Financial Edge NXT a plus), ERP systems, and electronic payment processing (PaperSave a plus).Strong Excel skills and comfort working with spreadsheets for reconciliation and reporting.Exceptional attention to detail and accuracy.Strong organizational skills and ability to manage a high volume of transactions while meeting regular deadlines.Professional communication skills and a service-oriented approach to working with vendors and internal staff.Preferred QualificationsExperience in a nonprofit organization, arts institution, or similarly mission-driven environment.Experience administering a corporate credit card or expense management program.Experience with digital AP workflows, including electronic invoice processing or AP automation tools.Physical DemandsThe physical demands described here are representative of those we consider important for an employee to successfully perform essential functions of this job: extended periods of sitting and performing tasks such as typing and using a computer mouse, with strong visual and auditory focus, occasional lifting (not exceeding 25 pounds), reaching for items, effective communication skills, and fine motor abilities, being mobile within the office for activities like attending performances, events, and meetings. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.Equal OpportunityHouston Grand Opera is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at HGO are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by federal, state, or local laws or regulations. HGO will not tolerate discrimination or harassment based on any of these characteristics. HGO encourages applicants of all ages. #J-18808-Ljbffr