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Accounts Payable Specialist

3 months ago

Phoenix, United States For The Record (FTR) Full time

Position Summary:


The Accounts Payable Specialist is a critical key position within the Group’s finance team. The primary responsibility of this position is to process payables while ensuring that invoices are coded to the correct cost centers. The role will include vendor inquiries and working with other departments to ensure validity of bills being presented.


Processing


• Daily monitoring and entry of email accounts; categorize

• Ensure accuracy of Vendor bills, including but not limited to: Purchase Orders, Projects/Contracts, Subscriptions, etc.

• Coordinate directly with Operations Team to validate approval Vendor bills received

o Appropriate allocation to department and customer project/contract (COGS).

• Coordinate directly with Procurement Team to validate Purchase Orders and Warehouse Receipts- against bills received (required to process vendor bill)

o Appropriate allocation to department and customer project/contract (COGS).

• Coordinate with Accounts Receivable on specific Contracts for chargebacks.

• Generate weekly Accounts Payable Report for approval to Assistant Controller by Thursday morning

o Concurrently generate payment template in Bank

• Payment application, after Weekly Accounts Payable Report has been approved & confirmation of Bank payment has been processed

• Timely response/following through with payable inquires (overdue bills, discrepancies, tax issues, etc.), including communications through email or phone calls.

• Vendor account review against statements, to ensure all invoices are in the system

• Reconciling shipping documents against sales order records to ensure clients costs are allocated correctly for items purchased and/or transferred items. (UPS)

• Timely response/following through with Vendor questions and/or disputes to mitigate accuracy on Vendor accounts

• Evaluate and accurately apply all relevant tax or dispute tax exempt on all vendor invoices.

• Any other Accounts Payable inquiry as needed to automate processes for process improvement (ie. Alignment with Budget, Forecast, etc.).

• Record monthly credit card statements, including closing out any POs processed through credit card payment


Reporting


• Weekly reporting of Outstanding POs, including Inventory Received Not Invoiced

• Monthly review of POs Open for rooms that have “Live” implementation, by room/customer and associated COGS.

• Monthly review of Inventory Valuation for adjustments


We are looking for someone who:


• Proven experience as AP Billing Clerk and general accounting experience

• Adherence to GAAP, laws and confidentiality guidelines

• Has excellent written and verbal communication skills with the ability to effectively present to and engage with a wide range of audiences.

• Proficiency in working with project/cost allocation.

• Can multitask, prioritize, and manage their time effectively and independently.

• Is ready to take on increasing responsibility over time and grow quickly.

• Intermediate to advanced keyboard skills (Microsoft Word and Excel)

• Higher proficiency in Excel (Pivot, Vlookups, etc.)

• Excellent attention to detail

• Experience using Microsoft Dynamics 365 Business Central or similar ERP solutions.

• Fast and accurate data entry skills


Essential work experience, qualifications, and skills


• Experience using Microsoft Dynamics 365 Business Central or similar ERP solutions.

• Fast and accurate data entry skills