AP associate
AP associate
Posted on :
06-12-2024
Employer Active
1 Vacancy
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Job Description
1. Invoice Processing
Receiving and reviewing invoices from vendors or suppliers to ensure they are complete and accurate.
Verifying invoice details such as vendor information amounts and payment terms against purchase orders or contracts.
Entering invoices into the accounts payable system.
Month end and Year End Closing and handling accruals in System.
Receiving and reviewing invoices from vendors or suppliers to ensure they are complete and accurate.
Verifying invoice details such as vendor information amounts and payment terms against purchase orders or contracts.
Entering invoices into the accounts payable system.
Month end and Year End Closing and handling accruals in System.
2. Payment Preparation
Preparing payment batches based on invoice due dates and payment terms.
Ensuring that payments are scheduled correctly whether via check ACH wire transfer or other methods.
Supporting senior team members in generating and distributing payment runs.
3. Vendor Communications
Communicating with vendors to clarify billing discrepancies or requests for payment status updates.
Responding to vendor inquiries regarding payment status missing invoices or overdue payments.
Assisting with vendor account reconciliation ensuring that discrepancies between vendor statements and internal records are resolved.
Communicating with vendors to clarify billing discrepancies or requests for payment status updates.
Responding to vendor inquiries regarding payment status missing invoices or overdue payments.
Assisting with vendor account reconciliation ensuring that discrepancies between vendor statements and internal records are resolved.
4. Document Management
Maintaining accurate and organized records of invoices payment confirmations and related correspondence.
Filing and archiving payment documents in both physical and digital formats for compliance and auditing purposes.
Ensuring that all invoices are appropriately approved before processing.
Maintaining accurate and organized records of invoices payment confirmations and related correspondence.
Filing and archiving payment documents in both physical and digital formats for compliance and auditing purposes.
Ensuring that all invoices are appropriately approved before processing.
5. Reconciliation Support
Assisting with reconciliation of accounts payable transactions including vendor statement reconciliations.
Helping to identify and resolve discrepancies between the companys internal records and vendor statements.
Supporting monthend or yearend processes by ensuring that all accounts payable transactions are accurately reflected in financial records.
6. Internal Controls and Compliance
Adhering to company policies and accounting standards (e.g. GAAP or IFRS) in the AP process.
Following internal control procedures to ensure payments are legitimate and that fraud or errors are minimized.
Ensuring compliance with tax regulations and maintaining proper documentation for tax related purposes (e.g. 1099s).
Assisting with reconciliation of accounts payable transactions including vendor statement reconciliations.
Helping to identify and resolve discrepancies between the companys internal records and vendor statements.
Supporting monthend or yearend processes by ensuring that all accounts payable transactions are accurately reflected in financial records.
6. Internal Controls and Compliance
Adhering to company policies and accounting standards (e.g. GAAP or IFRS) in the AP process.
Following internal control procedures to ensure payments are legitimate and that fraud or errors are minimized.
Ensuring compliance with tax regulations and maintaining proper documentation for tax related purposes (e.g. 1099s).
8. Reporting Support
Assisting with basic reporting tasks such as preparing reports on the accounts payable aging outstanding invoices and cash flow projections.
Providing reports or data for monthend closing ensuring the AP ledger is accurately updated.
Assisting with basic reporting tasks such as preparing reports on the accounts payable aging outstanding invoices and cash flow projections.
Providing reports or data for monthend closing ensuring the AP ledger is accurately updated.
9. Automation and Process Improvement
Helping the AP team in the adoption and use of automation tools or software to streamline processes (e.g. OCR scanning AP automation software).
Identifying opportunities for process improvements or efficiencies within the AP function.
Supporting in testing new systems or software implementations to ensure the AP process is functioning smoothly.
Helping the AP team in the adoption and use of automation tools or software to streamline processes (e.g. OCR scanning AP automation software).
Identifying opportunities for process improvements or efficiencies within the AP function.
Supporting in testing new systems or software implementations to ensure the AP process is functioning smoothly.
10. Collaboration with Other Teams
Collaborating with procurement and Logistics departments to ensure that invoices match the corresponding purchase orders or receipts.
Skills and Qualifications:
Graduate or post graduate with 23 Years of experience from Accounts Payable.
Attention to detail and accuracy especially when entering invoice data and managing payments.
Basic knowledge of accounting principles and accounts payable processes.
Familiarity with accounting software or ERP systems (e.g. SAP Oracle or Microsoft Dynamics).
Proficiency in Microsoft Excel for managing data and creating simple reports.
Strong communication skills to handle vendor inquiries and internal coordination.
Good organizational skills with the ability to prioritize tasks in a fastpaced environment.
Ability to work independently and collaboratively as part of a team.
Problemsolving skills to resolve discrepancies and issues that may arise during the AP process.
Key Competencies:
Time management and ability to handle multiple tasks.
Knowledge of tax regulations and payment terms.
Strong work ethic and willingness to learn and develop within the role.
Adaptability to work with new technologies and systems.
Employment Type
Full Time
Key Skills
- Accounting Software
- Time Management
- Accounting Tally
- Accounts Reconciliation
- Vendor Management
- Organizational Skill
- Administrative Support
- Accounts Management
- General Ledger Accounting
- Accounting
- Communication
- General Ledger Accounts
- Financial Statements
- Sales Account Management
- Account Payables Management
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