Accounts Specialist – AP Posting

Job Summary:

Job Responsibilities

Invoice Processing and Posting:

• Review, verify, and post vendor invoices into the accounting system, ensuring accuracy and proper authorization.
• Match invoices with purchase orders, contracts, and receipts to confirm validity and completeness.
• Identify and resolve discrepancies or issues with invoices in collaboration with internal departments and vendors.

Transaction Accuracy and Documentation:

• Maintain accurate records of all AP transactions, ensuring proper documentation for audit and compliance purposes.
• Ensure proper coding of expenses to the relevant cost centers, accounts, and projects.
• Process and post employee reimbursements, utility bills, and recurring payments accurately and promptly.

Compliance and Controls:

• Adhere to company policies, internal controls, and external regulations in all AP activities.
• Support compliance with tax regulations, including VAT/GST or withholding tax requirements related to invoices.
• Assist in updating and maintaining standard operating procedures (SOPs) for AP posting processes.

Reconciliation and Reporting:

• Perform periodic reconciliations of AP sub-ledgers to the general ledger to ensure data integrity.
• Generate reports on posted invoices, open items, and transaction status for management review.
• Support month-end and year-end closing activities by ensuring accurate AP postings and accruals.

Collaboration and Support:

• Collaborate with procurement, treasury, and other departments to ensure accurate and timely invoice processing.
• Act as a point of contact for internal stakeholders and vendors to resolve invoice-related queries.
• Provide support for internal and external audits by preparing and presenting required documentation.

Process Improvement:

• Identify inefficiencies in the AP posting process and recommend improvements to enhance accuracy and speed.
• Support the implementation of automation tools or systems to streamline AP workflows.

Qualifications and Experience

• Education: Bachelor’s degree in accounting, Finance, or a related field
• Technical Skills:
  – Proficiency in ERP systems (e.g., SAP, Oracle, or similar) and invoice processing tools.
  – Solid understanding of accounting principles, AP workflows, and financial regulations.
  – Strong Microsoft Excel skills, including data analysis and reconciliation.