Accounts Payable

OVERVIEW / BASIC FUNCTION The Accounts Payable professional is responsible for ensuring the accurate, timely, and compliant processing of supplier invoices, payments, reconciliations, and related financial transactions. This role supports the organization’s financial operations by maintaining strong vendor relationships, ensuring compliance with internal controls and company policies, and contributing to the efficiency of the Accounts Payable function. RESPONSIBILITIES 1. Accounts Payable Operations Process supplier invoices accurately and timely in accordance with company policies and procedures. Review invoices for completeness, proper approvals, supporting documentation, and compliance requirements. Ensure correct coding of expenses to appropriate General Ledger accounts and cost centers. Match invoices with purchase orders and receiving documentation, resolving discrepancies as needed. Monitor invoice processing queues and follow up on outstanding approvals. 2. Payment Processing Prepare payment proposals and supporting documentation for review and approval. Process payments through approved methods, including bank transfers, wire transfers, checks, and electronic payment platforms. Ensure payments are executed according to agreed vendor payment terms and company procedures. Investigate and resolve payment exceptions or rejected transactions. Maintain accurate records of all payment activities. 3. Vendor Management Maintain accurate vendor master data, including banking, tax, and contact information. Respond to vendor inquiries regarding invoice status, payments, and account balances. Build and maintain positive relationships with suppliers and internal stakeholders. Assist with vendor onboarding and documentation requirements. Escalate unresolved issues or disputes to the appropriate departments when necessary. 4. Reconciliations & Month-End Activities Perform vendor statement reconciliations and investigate discrepancies. Assist with month-end and year-end close activities related to Accounts Payable. Prepare accruals for goods and services received but not yet invoiced, as required. Support balance sheet reconciliations for AP-related accounts. Ensure all Accounts Payable transactions are recorded within the appropriate accounting period. 5. Compliance & Internal Controls Adhere to company financial policies, approval matrices, and internal control requirements. Verify the accuracy and validity of invoices and payment requests. Identify potential duplicate payments, unusual transactions, or policy exceptions and report them accordingly. Maintain organized and auditable documentation for all Accounts Payable transactions. Support internal and external audit requests by providing required records and information. 6. Reporting & Analysis Prepare Accounts Payable aging reports and other routine reports as required. Assist in cash flow forecasting by providing expected payment obligations. Monitor outstanding invoices and follow up on aging items. Support management with analysis and reporting related to Accounts Payable activities. Recommend process improvements to enhance efficiency and accuracy. 7. Systems & Process Improvement Ensure accurate maintenance of Accounts Payable records within ERP and financial systems. Participate in system testing, upgrades, and process improvement initiatives. Support automation projects and workflow enhancements. Maintain electronic and physical records in accordance with company retention policies. Continuously seek opportunities to improve efficiency and strengthen controls within the Accounts Payable process. QUALIFICATIONS & REQUIREMENTS Fluency in English; additional languages are considered a plus. Education Bachelor’s Degree in Accounting, Finance, Business Administration, or a related field preferred. Experience Minimum of 2-5 years of experience in Accounts Payable, Accounting, Finance, or a related function. Experience working with ERP systems such as SAP, Oracle, NetSuite, Microsoft Dynamics, or similar platforms. Experience in a shared services, hospitality, retail, or multinational environment is an advantage. Technical Knowledge Fluency in English; additional languages are considered a plus. Strong understanding of Accounts Payable processes and accounting principles. Knowledge of invoice processing, reconciliations, payment cycles, and financial controls. Familiarity with month-end closing procedures and accrual accounting. Knowledge of tax regulations and invoice compliance requirements is preferred. Advanced proficiency in Microsoft Excel and Microsoft Office applications. Skills & Competencies Strong attention to detail and high level of accuracy. Excellent organizational and time management skills. Strong analytical and problem-solving abilities. Ability to prioritize tasks and meet deadlines in a fast-paced environment. Effective communication and interpersonal skills. Ability to work independently and collaboratively within a team environment. Customer-service mindset with a focus on maintaining positive vendor relationships. Professional certification such as CPA, ACCA, CMA, or equivalent is considered an advantage. Show more Show less

Minimum of 2-5 years of experience in Accounts Payable, Accounting, Finance, or a related function. Bachelor’s Degree in Accounting, Finance, Business Administration, or a related field preferred. Fluency in English; additional languages are considered a plus. Experience working with ERP systems such as SAP, Oracle, NetSuite, Microsoft Dynamics, or similar platforms. Professional certification such as CPA, ACCA, CMA, or equivalent is considered an advantage.

1. Accounts Payable Operations: Process supplier invoices accurately and timely in accordance with company policies and procedures. Review invoices for completeness, proper approvals, supporting documentation, and compliance requirements. Ensure correct coding of expenses to appropriate General Ledger accounts and cost centers. Match invoices with purchase orders and receiving documentation, resolving discrepancies as needed. Monitor invoice processing queues and follow up on outstanding approvals. 2. Payment Processing: Prepare payment proposals and supporting documentation for review and approval. Process payments through approved methods, including bank transfers, wire transfers, checks, and electronic payment platforms. Ensure payments are executed according to agreed vendor payment terms and company procedures. Investigate and resolve payment exceptions or rejected transactions. Maintain accurate records of all payment activities. 3. Vendor Management: Maintain accurate vendor master data, including banking, tax, and contact information. Respond to vendor inquiries regarding invoice status, payments, and account balances. Build and maintain positive relationships with suppliers and internal stakeholders. Assist with vendor onboarding and documentation requirements. Escalate unresolved issues or disputes to the appropriate departments when necessary. 4. Reconciliations & Month-End Activities: Perform vendor statement reconciliations and investigate discrepancies. Assist with month-end and year-end close activities related to Accounts Payable. Prepare accruals for goods and services received but not yet invoiced, as required. Support balance sheet reconciliations for AP-related accounts. Ensure all Accounts Payable transactions are recorded within the appropriate accounting period. 5. Compliance & Internal Controls: Adhere to company financial policies, approval matrices, and internal control requirements. Verify the accuracy and validity of invoices and payment requests. Identify potential duplicate payments, unusual transactions, or policy exceptions and report them accordingly. Maintain organized and auditable documentation for all Accounts Payable transactions. Support internal and external audit requests by providing required records and information. 6. Reporting & Analysis: Prepare Accounts Payable aging reports and other routine reports as required. Assist in cash flow forecasting by providing expected payment obligations. Monitor outstanding invoices and follow up on aging items. Support management with analysis and reporting related to Accounts Payable activities. Recommend process improvements to enhance efficiency and accuracy. 7. Systems & Process Improvement: Ensure accurate maintenance of Accounts Payable records within ERP and financial systems. Participate in system testing, upgrades, and process improvement initiatives. Support automation projects and workflow enhancements. Maintain electronic and physical records in accordance with company retention policies. Continuously seek opportunities to improve efficiency and strengthen controls within the Accounts Payable process.