AP Representative

Accounts Payable Representative | Valhalla, NY | On-Site | Full-Time |$55-60k

About the Role

We are seeking a detail-oriented Accounts Payable Representative to own the full vendor A/P relationship for an assigned vendor portfolio. This includes invoice processing, payment scheduling, statement reconciliation, and fraud prevention. This role works cross-functionally with Supply Chain and Receiving and is well-suited for someone who takes pride in accuracy, compliance, and vendor relationships.

Key Responsibilities

• Review all incoming invoices for proper documentation, contract compliance, and required approvals before processing payment.
• Process check requests and PO-based invoices (both manually and through an imaging/ERP system.)
• Conduct thorough vendor research (government databases, W-9 collection, etc.) prior to vendor creation or any account changes.
• Serve as a first line of defense against payment fraud; proactively identify and escalate potential risks.
• Collaborate with Supply Chain Buyers and Receiving to resolve invoice/PO discrepancies, providing guidance to ensure timely resolution.
• Analyze invoices to ensure proper coding to accounts and cost centers in accordance with company policy.
• Verify vendor federal ID numbers, schedule payments, and confirm outstanding credits or memos are applied before disbursement.
• Reconcile vendor statements monthly, ensuring account balances and transactions are accurate.
• Build and maintain strong vendor relationships; respond to all vendor inquiries in a professional and timely manner.
• Maintain organized digital records by scanning, indexing, and linking invoices and supporting documentation.
• Participate in ERP/system testing, development initiatives, and department projects as needed.

Qualifications

• Minimum of 2 years of full-cycle Accounts Payable experience preferred
• Associate degree in Finance, Accounting, or a related field preferred
• Familiarity with ERP and imaging systems; strong proficiency in Microsoft Office
• Solid understanding of AP controls, vendor compliance, and fraud prevention best practices
• Strong attention to detail, organizational skills, and the ability to manage a high volume of transactions
• Excellent communication skills and a collaborative, team-oriented approach