Accounts Payable Associate

Overview

The Accounts Payable Associate supports the organization’s accounts payable function by processing vendor invoices accurately and promptly, maintaining complete electronic records, and resolving issues that could delay payment. This role helps ensure costs are recorded correctly and invoices are ready for payment in time to capture available cash discounts and support vendor rebate programs.

This position requires a highly motivated, dependable individual with exceptional attention to detail, strong numerical accuracy, and the ability to take ownership of open items and follow through without repeated reminders. As the organization transitions to a paperless AP process, the role must be comfortable working in digital systems and improving electronic workflows.

Responsibilities (Essential Functions)

• Review and enter vendor invoices and credit memos accurately and promptly.
• Verify vendor, invoice number, dates, amounts, payment terms, and supporting documentation; identify potential duplicates before posting.
• Match purchase order invoices to purchase orders and receiving records.
• Investigate pricing, quantity, freight, sales tax, and other discrepancies with the appropriate internal team or vendor before processing.
• Apply the correct general ledger account, location, department, and job or project coding, as applicable; obtain clarification rather than making unsupported assumptions.
• Follow company purchase order and approval requirements, including the Non-Merchandise Purchase Order Policy; flag missing POs, receiving records, or approvals and follow through to resolution.
• Prioritize invoices with cash discount terms and rebate implications; keep eligible invoices posted, approved, and ready for payment before applicable deadlines and escalate potential missed discounts promptly.
• Reconcile vendor statements to AP records; research missing invoices and credits; resolve unapplied payments, past-due items, and other differences.
• Monitor the shared AP inbox, route items appropriately, and respond professionally to vendor and internal inquiries; track unresolved items through completion.
• Maintain organized, searchable electronic invoice and approval records, following established document naming, indexing, retention, and access requirements.
• Support the transition to paperless AP by using electronic invoice intake, document capture, approval routing, and record retrieval tools; identify workflow gaps and suggest practical improvements.
• Prepare payment support and assist with approved ACH, wire, check, or other payment processing as assigned; follow authorization requirements and maintain separation between preparation and approval.
• Follow established vendor setup and banking change verification procedures; escalate suspicious requests or inconsistent documentation before changes or payments are processed.
• Assist with vendor credit applications and documentation requests using approved company information and required authorizations.
• Support month-end close by identifying unprocessed invoices and potential accrual items, meeting posting deadlines, and providing requested schedules and supporting records.
• Coordinate with purchasing, receiving, sales, operations, and accounting to resolve issues; protect confidential information and assist with other AP projects as assigned.

Minimum Qualifications

• At least one year of hands-on accounts payable experience preferred, including invoice processing and discrepancy resolution.
• Experience in a high-volume environment serving multiple locations is a plus.
• Exceptional attention to detail, strong numerical accuracy, and the discipline to verify entries and supporting documentation before completing work.
• Self-motivated and accountable; ability to prioritize deadlines, manage competing requests, and resolve issues with limited day-to-day supervision.
• Working knowledge of purchase order matching, vendor statements, payment terms, and basic accounting; general ledger and job costing experience preferred.
• Proficiency with Microsoft Excel and Outlook; ability to learn accounting, ERP, and electronic document management systems.
• Epicor Prophet 21 experience is a plus.
• Comfort working with electronic records, shared inboxes, and digital approval workflows; willingness to adapt as processes and systems change.
• Clear written and verbal communication, professional vendor service, sound judgment, and a high standard of confidentiality and integrity.
• Ability to meet scheduled work hours and month-end deadlines, with overtime as needed.

Preferred Qualifications

• Hands-on accounts payable experience (invoice processing and discrepancy resolution).
• Experience in a high-volume environment serving multiple locations.
• General ledger and job costing experience.
• Epicor Prophet 21 experience.

Work Arrangement

• An on-site position is strongly preferred.
• A remote arrangement may be considered for a qualified candidate based on business needs and management approval.
• Any approved remote arrangement requires consistent accuracy, productivity, responsiveness, and collaboration, along with availability during established work hours and participation in required training and meetings.

Additional Expectations for an Approved Remote Role

• Maintain a reliable internet connection and a private workspace that protects company and vendor information.
• Use company-approved systems and security practices.
• Remain reachable during established work hours, provide clear status updates, and promptly raise issues that require assistance.
• Remote work carries the same standards for accuracy, deadlines, and accountability as on-site work.

Compensation & Benefits

Competitive starting wage and a comprehensive benefits package including:

• Medical, dental, and vision
• Short-term and long-term disability
• 401K with company match
• Group life insurance
• Flexible spending
• Paid time off
• Paid holidays

Equal Opportunity Statement

The organization is an Equal Opportunity Employer and provides consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other protected status under applicable law.