Accounts Payable Associate

Job Title: Accounts Payable AssociateJob Description

The Accounts Payable Associate provides full cycle support to the Accounts Payable department, including timely invoice processing, accurate payment execution, and maintenance of vendor records. This role ensures a seamless accounts payable workflow by coordinating closely with the Accounts Payable Supervisor, managing vendor documentation, and supporting related AP functions as assigned. The position requires strong attention to detail, effective communication with vendors and internal stakeholders, and the ability to thrive in a fast-paced environment.

Responsibilities

• Receive and process vendor invoices within 48 hours of receipt to ensure timely payment and accurate financial records.

• Validate accurate general ledger account coding and perform precise data entry for all invoices.

• Obtain proper invoice approvals using INDEX software and ensure all approval workflows are completed promptly.

• Research and respond to emails in the AP mailbox within 48 hours of receipt, prioritizing based on urgency.

• Obtain required documentation from vendors, such as W-9 forms and ACH information, and archive these records appropriately.

• Review and reconcile vendor statements regularly, identifying and resolving outstanding items or discrepancies.

• Maintain proper storage and organization of payables documentation using the INDEX imaging system.

• Clear vendor and payment portals as needed to ensure accurate and up-to-date information.

• Clean up and reconcile the accounts payable aging report on a weekly basis to support accurate reporting.

• Coordinate with the Accounts Payable Supervisor to maintain a seamless and efficient AP workflow across all processes.

• Prepare weekly and daily accounts payable payment runs and manual payment cycles as required.

• Apply manual payments and drafts to invoices and ensure all payments are accurately recorded.

• Process payments in a timely manner using the corresponding payment methods and internal procedures.

• Process voids and stop payments, and resolve payment issues or payment status inquiries.

• Process and resolve items on the daily bank exception report before bank cut-off times.

• Manage CorPay enrollment updates and support related payment solutions.

• Maintain the vendor database, including adding new vendors and processing vendor changes.

• Obtain IRS vendor TIN matching and store related documentation in the designated system.

• Support CorPay initial vendor enrollment and related onboarding activities.

• Collaborate with the team to develop and implement an Enterprise Vendor solution to support all departments.

• Participate in the discovery and development of an AI OCR accounts payable solution to automate transaction entry processes.

• Assist internal stakeholders with questions regarding expenses, vendors, and accounts payable processes.

• Assist with special projects as assigned, contributing to continuous improvement of AP operations.

• Apply a team-based approach to complete all month-end reporting tasks accurately and on time.

• Perform weekly and monthly accounts payable reconciliations to ensure accurate financial reporting.

• Work through vendor statements to resolve outstanding balances and maintain good vendor relationships.

• Conduct all business in a highly ethical manner, consistently upholding the organization's core values.

• Perform other duties as assigned to support the broader accounting and finance functions.

Essential Skills

• Experience in accounts payable or a similar role with strong knowledge of accounts payable processes and accounting principles.

• Proficiency in invoice processing, including three-way matching with purchase orders and receipts.

• Demonstrated ability to perform accurate invoice reconciliation and accounts payable reconciliations.

• Experience using financial software, including full understanding and processing experience with INDEX and Great Plains accounting systems.

• Proficiency with Microsoft Office, including strong skills in Microsoft Excel for reporting and data analysis.

• Ability to perform accurate data entry with a high level of attention to detail.

• Strong organization and time management skills, with the ability to manage multiple tasks and meet deadlines.

• Excellent communication skills to interact effectively with customers, vendors, and internal stakeholders.

• Strong problem-solving skills with the ability to identify and resolve discrepancies in a timely manner.

• Excellent interpersonal skills and the ability to work effectively in a team environment.

• Ability to provide high-quality customer service in support of vendors and internal departments.

• Flexibility and the ability to adapt to sudden changes in priorities and workload.

• Ability to effectively understand and use tools and methodologies related to accounts payable and financial operations.

• Demonstrated ability to thrive and remain accurate in a fast-paced work environment.

Additional Skills & Qualifications

• Experience with accounts receivable processes and understanding of broader accounting workflows.

• Familiarity with purchase order systems and three-way matching procedures.

• Experience with reporting and analysis related to accounts payable and vendor activity.

• Background in customer service, particularly in resolving vendor and internal stakeholder inquiries.

• Interest in or exposure to AI OCR solutions and process automation within finance or AP functions.

• Ability to support special projects and continuous improvement initiatives within the accounting department.

Work Environment

This role is based onsite at the organization's headquarters in Collierville, TN. The Accounts Payable Associate works in a professional office environment, collaborating closely with the Accounts Payable Supervisor, finance team members, and other departments. The position involves regular use of financial software, including INDEX and Great Plains, as well as Microsoft Office tools such as Excel. The environment is fast-paced and deadline-driven, with a strong emphasis on accuracy, ethical conduct, and teamwork.

Job Type & Location

This is a Contract to Hire position based out of Collierville, TN.

Pay and Benefits

The pay range for this position is $26.00 - $26.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Collierville,TN.

Application Deadline

This position is anticipated to close on Jun 15, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io (%View email address on click.appcast.io) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.