Accounts Payable Administrator

Accounts Payable Administrator

The AP Administrator supports end-to-end AP operations in a high-volume, controls-driven environment. Responsible for daily 2-way and 3-way invoice matching, open payables monitoring, and partnering with Plant Operations and Procurement to resolve receiving issues, PO discrepancies, and billing variances. This role also ensures vendor master data integrity through supplier setup, tax and banking validation, and SOX-compliant documentation. The Administrator collaborates across Business Units to streamline workflows, supports vendor account reconciliations and bank reconciliation activities, and hosts vendor meetings as needed. The ideal candidate brings strong analytical skills, meticulous attention to detail, and a service-oriented mindset.

What You'll Do:

• Match 2-way and 3-way invoices within established cycle times.
• Resolve receiving discrepancies, PO mismatches, and pricing variances with internal stakeholders.
• Conduct vendor statement reconciliations to clear balances and prevent aging.
• Monitor discount-term invoices to identify missed or at-risk discounts.
• Expedite approvals when windows are closing.
• Analyze variances to determine root cause and whether repayment is warranted.
• Investigate and clear holds or equivalent exception codes by resolving data mismatches, missing documentation, or policy exceptions.
• Document root cause, corrective actions, and resolution timelines.
• Process new vendor setups, changes, and deactivations with complete documentation.
• Validate TIN/W-9/W-8, remit-to details, payment methods, banking data, tax codes, and 1099 indicators.
• Execute address, remit-to, contact, tax, and payment term changes with audit-ready documentation and data governance adherence.
• Ensure all changes are authorized and traceable.
• Investigate ACH returns, coordinate supplier outreach, complete bank revalidation, and update payment data to prevent recurrence.
• Maintain evidence in the designated repository using standardized naming and indexing.
• Keep documentation complete, current, and audit ready.
• Ensure vendor setups, master data changes, and payment releases follow established workflows and the authorization matrix.
• Escalate deviations promptly.
• Validate W-9/W-8 forms, tax data, and bank verification to maintain accuracy, compliance, and data integrity.
• Partner with Plant Operations, Procurement, Treasury, and Business Units to streamline workflows, resolve escalations, and improve end-to-end efficiency.
• Host vendor review meetings for reconciliation, dispute resolution, or relationship management.
• Prepare documentation and follow up on action items.
• Supply payment confirmations, remittance details, void/reissue documentation, and approver signoffs to Treasury within established deadlines.
• Research and resolve outstanding checks, stale-dated items, and unclaimed property inquiries.
• Coordinate disposition including void/reissue or escheatment.
• Clear all AP-related reconciliation items within the monthly close cycle.
• Escalate aged items to the AP Manager with root-cause analysis and corrective recommendations.
• Review and release payments per the approval matrix and payment-file transmission controls.
• Approve or escalate vendor master data changes based on documentation completeness and policy compliance.
• Investigate and resolve invoice holds and exceptions, document root cause and corrective actions.
• Flag and escalate control gaps, unauthorized changes, or compliance risks to the AP Manager.

Qualifications:

• Bachelor's degree preferred; 2+ equivalent experience accepted, preferably in a shared services or high-volume environment.
• Working knowledge of 2-way/3-way invoice matching, PO workflows, and vendor payment processes.
• Experience with ERP systems (SAP, Oracle, or equivalent) and proficiency in Microsoft Excel.
• Ability to independently review payment releases per the approval matrix and ensure proper controls over payment-file transmission.
• Strong analytical skills; ability to document exceptions with timestamps, root-cause analysis, and corrective actions.
• High attention to detail; maintains organized control evidence with standardized naming and indexing.
• Solid understanding of SOX controls and internal audit requirements related to AP.
• Excellent communication skills; interacts professionally with vendors, plant personnel, and cross-functional partners.
• Experience with vendor master data management, including TIN/W-9/W-8 validation and bank verification.
• Familiarity with ACH processing, return resolution, and electronic payment methods.
• Experience supporting bank reconciliations, outstanding check research, positive pay monitoring, or escheatment.
• Exposure to process improvement or automation tools.
• Bilingual proficiency (Spanish/English) is a plus for supporting a multilingual environment.

Primary Location: US-TX-Dallas