Accounts Payable Administrator

Accounts Payable Processing Process vendor invoices accurately and in a timely manner. Review invoices for appropriate documentation, approvals, pricing, quantities, and payment terms. Match invoices to purchase orders and receiving documentation as applicable. Enter invoices, credits, and other accounts payable transactions into the accounting system. Properly code invoices to appropriate general ledger accounts and cost centers. Identify and investigate discrepancies between purchase orders, receipts, and vendor invoices. Communicate with Purchasing, Receiving, and other departments to resolve discrepancies. Prepare and process vendor payments according to established payment schedules. Maintain accurate records of payments, invoices, credits, and supporting documentation. Monitor accounts to ensure payments are current and duplicate payments are avoided. Vendor Management Establish and maintain accurate vendor records. Obtain required vendor documentation, including W-9 forms and payment information. Respond professionally and promptly to vendor inquiries regarding invoices and payment status. Research and resolve vendor statement discrepancies. Reconcile vendor statements to company accounts payable records. Maintain positive working relationships with vendors while protecting the company's financial interests. Assist with vendor account updates and verification of changes to payment or banking information in accordance with company procedures. Reconciliation & Month-End Support Reconcile accounts payable transactions and vendor accounts. Review outstanding invoices and open purchase order-related issues. Assist with accounts payable month-end closing activities. Identify invoices or expenses that may require accruals and communicate them to the appropriate accounting personnel. Assist with general ledger account reconciliations as assigned. Research and correct accounts payable discrepancies. Provide supporting documentation for financial audit and account reconciliation activities. Recordkeeping & Compliance Maintain organized and accurate accounts payable records in accordance with company retention policies. Ensure transactions comply with established accounting procedures and internal controls. Maintain appropriate documentation and approval records for accounts payable transactions. Protect confidential company, employee, vendor, banking, and financial information. Assist with annual 1099 reporting and vendor tax documentation. Provide documentation and support for financial audits, tax preparation, and other accounting reviews. Follow established controls designed to prevent duplicate payments, unauthorized purchases, and payment fraud. General Accounting & Administrative Support Assist the Accounting Department with additional accounting functions as needed. Compile information for daily dashboard to assist in the management of the business. Provide administrative support for other departments as needed. Assist with special projects, process improvements, and accounting system initiatives. Identify opportunities to improve efficiency, accuracy, and controls within the accounts payable process. Work collaboratively with Purchasing, Receiving, Operations, and other departments to maintain accurate financial information. Perform other duties as assigned.