Accounts Payable Assistant

Overview

The organization is seeking a detail-oriented Accounts Payable Assistant to support the finance team in managing high-volume invoice processing, vendor communications, statement reconciliation, and payment preparation. This role involves handling competing priorities, resolving discrepancies promptly, and maintaining accurate financial records while meeting time-sensitive deadlines.

Responsibilities

• Accounts Payable Inbox Management: Monitor and organize the AP email inbox, respond to inquiries, and route requests to the appropriate team members.
• Invoice Processing: Enter, review, and verify vendor invoices for accuracy, completeness, proper coding, and supporting documentation.
• Payment Run Support: Support Tuesday and Friday payment runs by reviewing outstanding invoices, verifying due dates, identifying applicable discounts, and ensuring eligible invoices are selected for payment.
• Vendor Statement Reconciliation: Request and review monthly vendor statements, compare them against internal records, and investigate outstanding balances or discrepancies.
• Discrepancy Resolution: Investigate differences between purchase orders, vendor invoices, and statements, coordinating with vendors and internal teams to resolve issues.
• Vendor Communication: Respond professionally and accurately to vendor inquiries regarding invoices, payment status, and account discrepancies.
• Cross-Functional Coordination: Communicate regularly with AP associates and sales team members to ensure timely follow-ups and accurate information sharing.
• Documentation and Recordkeeping: Maintain organized, accurate, and up-to-date accounts payable records.

Requirements

• Experience: 1–2 years of experience in accounts payable, invoice processing, or a related finance or accounting role.
• Accuracy: Strong attention to detail and demonstrated accuracy in high-volume data entry or transaction processing.
• Time Management: Ability to manage multiple priorities and meet strict deadlines in a fast-paced environment.
• Communication: Strong written and verbal communication skills for handling vendor and internal inquiries.
• AP Knowledge: Basic understanding of invoice matching, payment terms, due dates, and discrepancy resolution.
• Software Skills: Proficiency in Microsoft Office, particularly Excel and Outlook.
• Systems Learning: Ability to learn accounting systems and internal procedures quickly.
• Remote Work Readiness: Reliable internet connection and a suitable home office setup for remote work.

Preferred Qualifications

• Experience using NetSuite or another ERP or accounting system.
• Experience reconciling vendor statements and investigating invoice discrepancies.
• Familiarity with purchase orders, payment terms, early payment discounts, and payment runs.
• Associate's or bachelor's degree in Accounting, Finance, or a related field.

Compensation & Benefits

• Not specified.

Location

• Philippines – Fully Remote

Employment Type

• Full-Time