Account Payable Specialist

Description

• Identify opportunities for process optimization in Sourcing, Purchasing, Invoicing, and accounts payable functions, suggesting and implementing improvements for efficiency and effectiveness.
• Ensure all incoming payments are accurately recorded and applied to the correct Supplier accounts and invoices in the accounting system.
• Park invoice in SAP system, create and submit Payment Review Form to management team for approval.
• Research and resolve invoice discrepancies by collaborating with Project Managers, Operations, and Billing.
• Escalate accounts when necessary and recommend next steps (late fees, payment plans, legal escalation, etc.).
• Work closely with Sourcing, Purchasing, Finance and Suppliers to create payment procedures, drive continuous improvement.
• Assist in month-end closing activities, including accruals and reporting.
• Execute and audit 3-way match, review and process vendor invoices, expense reports, and payment requests accurately and in a timely manner.
• Prepare weekly, monthly and annual A/P status updates for leadership, including risks, trends, and recommended actions.
• Perform regular reconciliations of accounts payable statements, including vendor account reconciliations.
• Identify potential payment risks and develop contingency plans to mitigate disruptions.
• Continuously monitor and analyze internal payment cycle and policy market conditions and industry trends impacting procurement and supply chain strategies.
• Work with Supplier to obtain payment commitments and/or documentation required for payment (POs, vendor setup forms, W-9s, lien releases, etc.).
• Support month-end and year-end closing activities related to payable.
• Drive continuous improvement initiatives to enhance procurement processes, compliance, and operational effectiveness.
• Work with User and Finance to finish both SAP and Off-line payment daily operation.
• Document all supplier communication and follow-up activity in the accounting system.
• Ensure compliance with regulatory requirements, industry standards, company policies, and audit requirements.
• Maintain accurate records for internal and external audits.
• Assist with improving accounts payment processes, documentation, and collections workflows.
• Verify invoice details, purchase orders, and payment terms for adherence to company policies.
• Investigate and resolve payment discrepancies, including short payments, unapplied cash, overpayments, and incorrect fund applications, ensuring accurate customer account balances.
• Maintain accurate and up-to-date accounts payable records and ensure proper filing and documentation.
• Follow payment status with Finance and share update with User, Purchasing and Supplier.
• Coordinate with internal departments to obtain proper approvals for payments through Adobe Sign.
• Contact supplier via email and phone to follow up on outstanding invoices in a professional and service-oriented manner.
• Monitor supplier accounts and age reports to identify overdue balances.
• Partner with Legal and Finance on contract reviews, risk management, and audit processes.

Requirements

• Proficiency in Microsoft Excel for data analysis and reporting (pivot tables, VLOOKUP, etc.)
• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field. Relevant certifications (e.g., CPA, CMA) are a plus.
• Experience with supplier performance scorecards and KPI tracking.
• Ability to perform TCO (Total Cost of Ownership) analysis for material selection Excellent organizational abilities and time management.
• Experience with international procurement and international payment.
• Minimum of 1-2 years of experience in AP/AR within a manufacturing or 3pl environment. Experience in the renewable energy or manufacturing sector is advantageous.
• Knowledge of MRP/MPS systems and production planning processes.
• Experience with spend analysis and cost reduction initiatives.
• Proficiency with ERP systems, particularly SAP, SRM and OA.
• Familiarity with electronic procurement systems and catalog management

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance