Accounts Payable Administrator

Job Description

Job Description

Description:

Accounts Payable Administrator Position Summary

The Accounts Payable Administrator is responsible for the accurate and timely processing of vendor invoices, management of payments, reconciliation of accounts payable transactions, and adherence to company policies and regulatory requirements. This role maintains financial records, supports internal controls, and collaborates with internal departments and external vendors to ensure efficient accounts payable operations. The Accounts Payable Administrator leverages technology and best practices to optimize processes while maintaining a high level of accuracy and service.

Accounts Payable Administrator Essential Duties and Responsibilities Invoice Processing

• Review vendor invoices and supporting documentation for accuracy, completeness, and compliance with company requirements.
• Verify proper authorization, account coding, and supporting approvals for all invoices.
• Match invoices with purchase orders, contracts, and receiving documentation.
• Enter invoices into the accounting system accurately and within established timelines.
• Research and resolve discrepancies between invoices, purchase orders, and receiving records.

Accounts Payable Administrator Payment Administration

• Prepare, schedule, and process vendor payments, including checks, ACH transactions, wire transfers, and electronic payments.
• Monitor payment schedules to ensure timely disbursements and maintain positive vendor relationships.
• Investigate and resolve payment discrepancies and vendor inquiries.
• Maintain payment records and supporting documentation.

Accounts Payable Administrator Account Reconciliation

• Reconcile vendor statements and accounts to ensure accuracy and completeness.
• Investigate and resolve outstanding balances, discrepancies, and aged items.
• Assist with month-end and year-end closing activities, including account reconciliations and accruals.
• Maintain detailed records of transactions, reconciliations, and adjustments.

Accounts Payable Administrator Compliance and Documentation

• Ensure compliance with company policies, accounting procedures, internal controls, and applicable regulatory requirements.
• Maintain organized and accurate accounts payable files and documentation.
• Support internal and external audits by providing requested records, reports, and explanations.
• Safeguard confidential financial information and maintain data integrity.

Accounts Payable Administrator Process Improvement and Collaboration

• Identify opportunities to improve accounts payable processes, controls, and efficiencies.
• Collaborate with Finance, Operations, and other departments to streamline workflows and resolve issues.
• Stay informed of industry best practices, accounting standards, and technology enhancements related to accounts payable.
• Participate in system implementations, upgrades, and process improvement initiatives as needed.

Reporting Relationships

Reports To: Accounting Manager

Supervises: None

Qualifications Education

• High school diploma or equivalent required.
• Associate degree or bachelor's degree in accounting, Finance, Business Administration, or a related field preferred.

Accounts Payable Administrator Knowledge and Technical Skills

• Proficiency with accounting and ERP systems such as Sage, SAP, Oracle, or similar platforms.
• Advanced proficiency in Microsoft Excel and other Microsoft Office applications.
• Working knowledge of accounting principles, accounts payable processes, and financial controls.
• Familiarity with Sage Intacct and ServiceTitan preferred.

Accounts Payable Administrator Experience

• Minimum of 2 years of experience in accounts payable, accounting, or a related financial role.
• Experience with process improvement initiatives and workflow optimization is preferred.
• Experience in a fast-paced, deadline-driven environment is highly desirable.

Accounts Payable Administrator Skills and Competencies

• Strong attention to detail and commitment to accuracy.
• Excellent organizational, prioritization, and time-management skills.
• Effective problem-solving and analytical abilities.
• Strong written and verbal communication skills.
• Ability to build positive working relationships with vendors and internal stakeholders.
• Ability to work independently while contributing effectively as part of a team.
• Ability to manage multiple priorities and meet deadlines in a dynamic environment.