Overview
The Accounts Payable (AP) Associate supports the accounts payable function by ensuring accurate and timely processing of vendor invoices, payments, and related transactions. This role involves managing invoice coding, W-9 verification, payment processing, and maintaining vendor relationships. The AP Associate works closely with the Senior Staff Accountant to assist with expense reports, reconciliations, and month-end close activities to support accurate financial reporting and efficient operations.
Responsibilities
- Process high-volume vendor invoices with accuracy, proper coding, and timely entry into the accounting system
- Review, verify, and maintain vendor records, including W-9 collection and compliance
- Manage invoice intake and facilitate approval routing according to company policies
- Prepare weekly payment runs (checks, ACH, wires) for review and approval by the Senior Staff Accountant
- Monitor invoice due dates to ensure timely payments, maintain vendor relationships, and avoid late fees
- Research and resolve invoice discrepancies, payment issues, and vendor inquiries promptly and professionally
- Reconcile vendor statements and investigate variances
- Process and review employee expense reports in Concur, ensuring policy compliance
- Reconcile corporate credit card transactions with proper coding and documentation
- Assist with month-end close by preparing AP-related reconciliations and supporting schedules
- Maintain organized and accurate records of all accounts payable transactions and supporting documentation
- Collaborate with internal departments to ensure proper approval and coding of expenses
- Support audits by providing requested documentation and explanations related to accounts payable
- Assist with process improvements to enhance efficiency and accuracy within accounts payable
- Provide backup support for other accounting functions as needed
- Perform additional duties as assigned
Requirements
Education and Experience
- Bachelor's degree in accounting or finance required
- Knowledge of Generally Accepted Accounting Principles (GAAP)
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Working knowledge of QuickBooks
Skills and Competencies
- Strong attention to detail and high accuracy in processing financial data
- Understanding of accounts payable processes including invoice coding, approvals, and payment workflows
- Ability to manage high-volume workloads and prioritize tasks to meet deadlines
- Strong organizational skills to track and maintain extensive documentation
- Analytical problem-solving skills to research and resolve discrepancies
- Effective written and verbal communication skills for vendor and internal interactions
- Ability to follow established processes and internal controls, including segregation of duties
- Self-motivated and able to work independently in a remote environment
- Collaborative team player working effectively with accounting and cross-functional teams
- Adaptable and flexible in a fast-paced, evolving environment
- High level of integrity and discretion handling sensitive financial information
- Proficiency in Microsoft Excel and ability to learn new systems quickly
- Commitment to continuous improvement and process efficiency
Work Environment and Schedule
- This is a full-time remote position operating in a professional home office environment
- Standard office equipment such as laptops, phones, e-fax, printers, copiers, and scanners are used routinely
- Work hours are Monday through Friday, 9:00 a.m. to 5:30 p.m., with additional hours as needed to meet deadlines
- No travel is required
Supervisory Responsibility
- This position has no supervisory responsibilities
Additional Information
This job description is not exhaustive and may be updated or changed at any time with or without notice to reflect the needs of the organization.