Accounts Payable Administrator

Key Responsibilities

• Process high-volume vendor invoices, ensuring accurate coding, appropriate approvals, and timely entry into the ERP system (including three-way match to POs and receipts).
• Review invoices for proper support, terms, tax, and compliance with company policies and contract terms.
• Monitor AP inbox and workflow queues; route invoices and payment requests for approval according to approval matrix and SOX/internal control requirements.
• Reconcile vendor statements, research open items, and resolve price/quantity variances or missing receiving issues with Purchasing, Receiving, and Project Management.
• Prepare and execute weekly payment runs (ACH, checks, wires, and virtual cards), optimizing cash flow while taking advantage of available discounts.
• Maintain vendor master data, including setup of new suppliers, collection of W-9s, and validation of TINs in alignment with IRS requirements and internal policies.
• Support 1099 reporting by ensuring accurate vendor classification and information throughout the year.
• Aid with month-end close by preparing AP accruals, reconciling AP subledger to the general ledger, and supporting GR/IR.
• Respond promptly and professionally to internal and external inquiries regarding invoices, payments, and expense reimbursements.
• Maintain organized electronic and/or hard copy filing of invoices, payment documentation, and vendor records per retention policies.
• Support internal and external audits by providing requested documentation and explaining AP processes and controls.
• Identify and recommend process improvements, automation opportunities, and KPI tracking to increase AP accuracy and efficiency.

Qualifications

• A high school diploma or equivalent required; an associate degree in Accounting, Finance, or Business preferred.
• 2+ years of accounts payable experience, preferably in manufacturing, distribution, or engineering services.
• Experience with three-way match (PO, receipt, invoice) and high-volume invoice processing in an ERP environment.
• Working knowledge of basic accounting principles and general ledger account coding.
• Proficiency with Microsoft Excel and Outlook; experience with mid-market or enterprise ERP systems (e.g., SAP, Oracle, Microsoft Dynamics, Infor, etc.) strongly preferred.
• Familiarity with vendor master management, W-9/TIN validation, and 1099 reporting is a plus.