Accounts Payable Specialist

Job Overview

The Accounts Payable Specialist will manage accurate and timely processing of supplier invoices, payments, reconciliations, and related financial tasks. This role supports the company’s financial activities by fostering strong vendor relationships, ensuring adherence to internal controls and corporate policies, and improving the efficiency of Accounts Payable operations.

Key Responsibilities

• Process supplier invoices precisely and promptly according to company guidelines.
• Verify invoice completeness, proper approvals, required documentation, and compliance adherence.
• Assign expenses to correct General Ledger accounts and cost centers accurately.
• Match invoices with purchase orders and receiving documents, addressing any discrepancies.
• Monitor invoice queues and pursue outstanding approvals.
• Prepare payment proposals with supporting documents for validation and approval.
• Execute payments through authorized methods such as bank transfers, wire transfers, checks, and electronic platforms, honoring vendor payment terms and company procedures.
• Investigate and resolve payment exceptions or declines.
• Maintain comprehensive records of payment transactions.
• Keep vendor master data current, including banking, tax, and contact details.
• Respond to vendor queries about invoice statuses, payments, and balances.
• Cultivate positive relationships with suppliers and internal stakeholders.
• Support vendor onboarding and documentation collection.
• Escalate unresolved vendor issues or disputes appropriately.
• Perform vendor statement reconciliations and resolve differences.
• Participate in month-end and year-end closing activities relating to Accounts Payable.
• Prepare accruals for received goods and services not yet invoiced.
• Assist with balance sheet reconciliations for AP accounts.
• Ensure all AP transactions are recorded within the correct accounting periods.
• Comply fully with company financial policies, approval matrices, and internal controls.
• Validate invoice and payment request accuracy and legitimacy.
• Detect and report duplicate payments, irregular transactions, or policy deviations.
• Maintain organized, auditable documentation supporting AP transactions.
• Support audit activities by supplying required documents and information.
• Prepare aging reports and other standard AP reports upon request.
• Assist cash flow forecasting by supplying anticipated payment commitments.
• Monitor outstanding invoices and pursue aging items.
• Provide analysis and reporting assistance related to Accounts Payable functions.
• Suggest improvements to increase accuracy and process efficiency.
• Accurately maintain AP records within ERP and financial software systems.
• Participate in ERP system testing, upgrades, and process improvements.
• Support projects aiming to automate workflows and enhance efficiency.
• Maintain physical and electronic records as per company retention policies.
• Continuously seek to strengthen controls and enhance Accounts Payable procedures.

Qualifications and Skills

• Fluency in English required; additional languages advantageous.
• Bachelor’s degree in Accounting, Finance, Business Administration, or related discipline preferred.
• 2 to 5 years of experience in Accounts Payable, Accounting, Finance, or related fields.
• Proficient working with ERP systems such as SAP, Oracle, NetSuite, Microsoft Dynamics, or equivalents.
• Experience in shared services, hospitality, retail, or multinational organizations seen as beneficial.
• Strong knowledge of Accounts Payable processes and accounting principles.
• Familiarity with invoice handling, reconciliations, payment cycles, financial controls, and month-end closing procedures.
• Understanding of accrual accounting, tax regulations, and invoice compliance is preferred.
• Advanced skills in Microsoft Excel and Office suite.
• Detail-oriented with high accuracy and excellent organizational skills.
• Strong analytical and problem-solving capabilities.
• Ability to prioritize workload and meet deadlines in dynamic environments.
• Effective communicator with strong interpersonal skills.
• Capable of working both independently and collaboratively within teams.
• Customer service focused with a commitment to maintaining positive vendor relations.
• Professional certifications such as CPA, ACCA, or CMA are advantageous.