SharePoint AP File Clerk - Vendormaster Experience

Overview

Upload and manage AP invoices and vendor data via SharePoint.

Key Responsibilities

• invoice validation
• vendor management
• sharepoint upload
• power bi reporting
• ap email
• training support

Tasks

-Travel may be required. -Validates invoice data against ERP records to identify discrepancies and ensure proper posting. -Collaborates with Procurement and other departments to collect, verify, and maintain accurate vendor data. -Maintains vendor hierarchies and ensures alignment between vendor, purchasing, and payment data. -Assists with 1099 and Unclaimed Property reporting through accurate vendor classification and reporting validation. -Maintains accurate, organized, and up-to-date electronic filing systems for all AP documentation. -Converts paper invoices to electronic format and assists vendors in transitioning to electronic submissions. -Uploads, validates, and maintains invoices in the SharePoint application. -While performing the duties of this job, the employee is frequently required to sit, talk, listen, and use vision or corrected vision. The employee is occasionally required to walk; use hands and fingers to operate, handle, or feel objects, tools, or controls; and reach with hands and arms. Occasional lifting of up to 15 pounds may be necessary. -Manages shared AP email accounts and ensures timely processing of incoming documentation. -Processes vendor setup and change requests in compliance with approved policies and governance standards. -Validates banking, tax, and contact information to ensure vendor records meet internal and regulatory (IRS, TIN match) requirements. -Adheres to deadlines, reporting requirements, and internal control procedures related to invoice processing. -Performs manual invoice matching and reviews documentation for completeness and accuracy. -Runs SharePoint and Power BI reports to track invoice status, workflow assignments, and performance metrics. -Provides customer service support as a technical and informational resource to internal and external stakeholders. -Provides ongoing support and training to internal users of the AP SharePoint system. -Investigates and resolves vendor-related issues, including payment discrepancies, system errors, or audit inquiries. -Assists in the development and maintenance of AP training documentation and user guides. -Analyzes vendor records for accuracy and performs periodic audits to ensure data integrity. -This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Requirements

• high school
• excel
• sage erp
• gaap
• experience
• time management

What You Bring

-Frequently works at fast pace with unscheduled interruptions. -High school diploma or equivalent required. -Ability to work with sales reps/managers on invoicing/commission differences. -One year of job-related experience required, three years or more preferred. -General accounting, clerical and administrative knowledge required. -Proficient with computer programs and systems utilized by the company (DBS, Cat Systems, Excel, Microsoft Outlook, Documentum, Box, Monday Boards, SharePoint, etc.) -This role frequently communicates with others, must be able to exchange accurate information in these situations. -Organizational, planning, multi-tasking, and time management skills. -Excel skills necessary for the preparation of sales commissions, review of suspense accounts. -Interpersonal communication skills including both written and oral. -ERP (Enterprise Resource Planning) system Sage business system experience preferred. -Ability to work independently and within a team in a deadline oriented, high-volume environment with emphasis on accuracy, thoroughness, and timeliness. -Adherence to Generally Accepted Accounting Principles (GAAP) in decision making and problem solving. -Strong research, problem solving and investigation skills. -This position involves extended periods in a stationary position; additionally, occasional movement inside the office to access office machinery, file cabinets, etc.

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About Holt Group

-Founded nearly a century ago as a family‑owned machinery business. -Today it operates the largest Caterpillar dealership in the U.S. alongside brands spanning rentals, truck centers, cranes, aerial systems, industrial systems, and renewables. -Its project portfolio includes large‑scale construction equipment deployments, power and energy infrastructure, and integrated technology systems. -Specializing in industrial machinery, energy solutions, advanced technology platforms, training programs, and renewable energy projects.

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