Accounts Payable Representative

Overview

This Accounts Payable (AP) Representative role supports the full accounts payable cycle, ensuring vendor invoices and related payment transactions are processed accurately and efficiently in line with established procedures. The position helps maintain accurate financial records, supports timely vendor payments, resolves invoice discrepancies, and provides responsive support 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 support payments 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 professionally and in a 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

Requirements

• 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

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

Benefits offered include:

• Comprehensive benefits, 401k, and wellbeing programs
• Paid Time Off & Holidays
• Professional development and career growth opportunities

Equal Employment Opportunity & Accessibility

Equal employment opportunity is provided without unlawful consideration of race, color, religion, national origin, age, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity or expression, veteran status, disability, genetic information, marital status, citizenship, ancestry, or any other basis protected by applicable local, state, provincial, or federal law.

The application process is designed to be accessible; accommodations are available upon request due to disability.

Background Check & Work Eligibility

All persons hired 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.