Senior Accounts Payable

About the role

GTI is a contract manufacturing partner supporting customers in renewable energy, power generation, infrastructure, and industrial systems. We fabricate custom designed, purpose-built enclosures and skids and perform mechanical and electrical integration in-house, delivering a true turn-key product. The Accounts Payable Specialist reports to the Accounting Director and collaborates with Purchasing, Receiving, Operations, and Accounting to validate transactions, maintain vendor records, monitor sales tax treatment, and support domestic and international supplier reporting requirements. This role is office-based at GTI's Headquarters in Buffalo, NY.

Responsibilities

• Review and process vendor invoices in the ERP (currently Ramp) for accuracy, completeness, proper approvals, and coding to the appropriate department, cost center, project number and general ledger account.
• Perform three-way matching of purchase orders, receiving documentation, and vendor invoices.
• Collaborate with procurement and/or operations personnel to investigate and resolve invoice discrepancies, pricing variances, quantity differences, sales tax, shipping charges, penalty charges, and payment disputes.
• Schedule and process payments through check, ACH, wire transfer, credit card, or other approved payment methods.
• Process vendor credits and rebates.
• Collaborate with procurement to monitor vendor payment terms and maximize available discounts while ensuring timely payments.
• Reconcile vendor statements and resolve outstanding balances.
• Review company credit card purchases for compliance with the company’s travel and procurement policies.
• Review travel and meal reimbursement requests paid for by company/personal credit cards or cash.
• Review invoices to ensure vendors do not charge sales tax on qualifying raw materials, components, and supplies purchased for incorporation into products for resale.
• Collaborate with Procurement to obtain and maintain sales tax exemption certificates and provide documentation to suppliers as needed.
• Identify and investigate incorrect sales tax charges and work with Procurement and/or vendors to obtain credits or refunds.
• Partner with Accounting and Tax teams to ensure proper sales and use tax treatment of purchases.
• Review purchases for potential use tax obligations when sales tax is not properly assessed.
• Collaborate with third party vendor with sales tax reporting when required.
• Establish and maintain accurate vendor master data, including payment terms, tax classification and ACH and check payment information.
• Collect, review, and maintain vendor tax forms, including W-9s and applicable international documentation.
• Identify vendors requiring Form 1099 reporting and ensure payments are accurately tracked.
• Complete 1099 reporting to applicable vendors immediately after calendar year-end.
• Support compliance reviews for Canadian and Mexican suppliers, including collection and maintenance of applicable tax documentation.
• Monitor vendor records to ensure regulatory and company compliance requirements are met.
• Assist in preventing duplicate payments, fraudulent invoices, and unauthorized vendor changes.
• Collaborate with Accounting to prepare accounts payable accruals and assist with month-end closing activities.
• Prepare and review an accounts payable aging report from the subledger and reconcile to the general ledger balance at month-end.
• Research and