Accounts Payable Representative

Overview

The Accounts Payable (AP) Representative supports the full accounts payable cycle, ensuring vendor invoices and payment-related transactions are processed accurately and efficiently in accordance with established procedures. The role helps maintain accurate financial records, supports timely vendor payments, resolves discrepancies, and provides responsive service to internal teams and external vendors.

Responsibilities

Invoice Processing & Payment

• Review, code, and process vendor invoices accurately and timely.
• Verify invoices for appropriate documentation, approvals, coding, and payment terms prior to processing.
• Monitor outstanding invoices and assist with ensuring payments are issued according to approved payment schedules.
• Identify duplicate, incomplete, or inaccurate invoices and coordinate resolution before payment.
• Maintain organized and accurate accounts payable records and supporting documentation.

Vendor Management

• Serve as a primary point of contact for vendor inquiries related to invoice status, payments, missing documentation, and discrepancies.
• Research and resolve vendor account discrepancies in a professional and timely manner.
• Reconcile vendor statements monthly and follow up on outstanding invoices, credits, or unresolved balances.
• Maintain accurate vendor records, including payment information and required tax documentation.

1099 & Vendor Tax Maintenance

• Maintain accurate vendor tax information and required documentation throughout the year.
• Review vendor records for completeness and accuracy in preparation for annual 1099 reporting.
• Assist with year-end 1099 preparation and related reconciliation activities.

Reconciliation & Financial Accuracy

• Assist with accounts payable reconciliations and month-end closing activities, as assigned.
• Research payment discrepancies, unapplied credits, outstanding balances, and other AP-related exceptions.
• Support accurate expense tracking by ensuring transactions are recorded consistently and appropriately.
• Maintain documentation in accordance with established record-retention and financial control requirements.

Internal Support & Process Improvement

• Partner with internal departments to obtain approvals, documentation, and clarification needed to process invoices.
• Escalate payment issues, unusual transactions, or recurring discrepancies as appropriate.
• Identify opportunities to improve accounts payable processes, documentation, and workflow efficiency.
• Support special projects and other accounting or finance-related responsibilities as assigned.

Required Qualifications

• High school diploma or equivalent.
• Ability to accurately process financial transactions and maintain detailed records.
• Proficiency in Microsoft Outlook and basic proficiency in Microsoft Excel.
• Ability to manage multiple priorities while meeting established deadlines.
• Professional verbal and written communication skills.
• Ability to maintain confidentiality and exercise discretion when handling financial information.
• Ability to work independently while collaborating effectively with internal stakeholders and external vendors.

Preferred Qualifications

• Associate degree in Accounting, Finance, Business Administration, or a related field; equivalent combinations of education, training, and relevant experience will also be considered.
• One (1) or more years of accounts payable, bookkeeping, accounting support, or related financial operations experience.
• Experience applying basic accounting principles, including invoice coding, reconciliations, and payment processing.
• Experience using accounting software, ERP systems, or accounts payable automation platforms.
• Experience supporting month-end close activities.
• Experience maintaining vendor tax documentation and assisting with 1099 reporting.

Compensation & Benefits

• $15.00 - $18.00 hourly.
• Opportunity for a quarterly discretionary bonus.
• Actual compensation will be determined based on skills, experience, qualifications, and location.

Benefits include:

• Comprehensive benefits, 401k, and wellbeing programs.
• Paid time off and holidays.
• Professional development and career growth opportunities.

Location

Job location information is not specified in the provided description.

Equal Employment Opportunity & Accessibility

• The employer is committed to equal employment opportunity and making hiring decisions without unlawful consideration of any protected status.
• If you require an accommodation or assistance due to a disability during the application process, you are encouraged to notify the employer. Requests will be handled confidentially.

Background Check & Work Eligibility

• Hired candidates will be required to complete a background check consistent with applicable law and provide proof of eligibility to work in the country of the job location.
• Background check results will be considered on an individualized basis in accordance with applicable fair-chance hiring requirements.