Accounts Payable Specialist

RESPONSIBILITIES

• Review, verify, and process incoming invoices from vendors and service providers to ensure accuracy, compliance with company policies, and alignment with procurement agreements.
• Confirm the correct matching of invoices with purchase orders, receipts, and contracts, validating prices, quantities, and payment terms.
• Process and approve invoices for payment through the designated accounting and procurement software (e.g., NetSuite, ZipHQ), ensuring correct GL account allocations and approval workflows are followed.
• Track payment schedules to ensure that all bills are paid within the agreed-upon terms and avoid late fees.
• Maintain an up-to-date and accurate vendor database, including payment details, contracts, and contact information.
• Address vendor inquiries related to outstanding invoices, payment status, discrepancies, or any issues related to billing and payments.
• Investigate and resolve vendor billing issues, working directly with vendors to obtain credit memos or adjustments as needed.
• Reconcile bank and credit card transactions daily, ensuring accurate recording and matching of payments and receipts and ensure that all cash transactions are properly recorded, categorized, and reflected accurately in financial records.
• Provide accurate and timely financial reports, highlighting accounts payable activity, outstanding liabilities, and cash flow forecasts.
• Support with the preparation of audit schedules related to accounts payable and vendor payments.
• Manage ACH payments for other entities, ensuring compliance with tax laws and proper documentation.
• Assist with the preparation and timely submission of tax filings, including sales tax, VAT, and other relevant taxes for other applicable entities.
• Ensure proper handling of tax exemptions, withholding taxes, and other tax-related payments according to local and international regulations.
• Conduct regular audits of fixed assets to verify physical existence, condition, and proper documentation, ensuring that the company’s asset registers are accurate and up to date.
• Ensure all accounts payable transactions are processed in adherence to internal controls, company policies, and external regulatory requirements.
• Support and implement procedures to safeguard company assets, prevent fraud, and maintain a high level of financial accuracy.
• Maintain strict confidentiality and exercise discretion with all financial information.
• Serve as the primary point of contact for internal teams to resolve any issues related to accounts payable processes.
• Stay informed about evolving financial regulations, best practices, and emerging technologies that could enhance the efficiency of accounts payable functions.
• Identify and implement process improvements within the accounts payable workflow, such as automation tools, better reporting methods, or more efficient reconciliation processes.
• Suggest improvements in procurement and payment processes to increase operational efficiency and reduce processing errors or delays.

REQUIREMENT

• Associate’s or Bachelor’s Degree in Accounting, Finance, or a related field preferred.
• Proven experience in an accounts payable role or a similar position in financial operations.
• Proficiency in accounting software (e.g., NetSuite) and Advanced Microsoft Excel

• Strong analytical skills with a high degree of attention to detail and accuracy.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Excellent communication skills, both written and verbal, with the ability to build relationships across departments and with external vendors.
• Exceptional organizational and time-management abilities.
• Ability to work independently with minimal supervision, as well as part of a team.

• Strong problem-solving capabilities and initiative in addressing challenges.
• Integrity and discretion in handling sensitive financial information.
• Demonstrated ability to handle a high volume of transactions and meet tight deadlines.