Overview
The Accounts Payable Specialist is a pivotal role responsible for management of invoices, processing of payments, oversight of employee expenses, and supporting of various departmental initiatives as directed by the Accounts Payable Manager. This position ensures compliance with SOFIE's policies, financial standards, and legal requirements, thereby maintaining organizational consistency.
Essential Duties and Responsibilities
Expense Report Management
- Conduct thorough reviews and audits of employee expense reports to ensure accuracy and adherence to company policies.
- Verify the proper documentation and compliance with internal guidelines.
- Communicate effectively with employees to resolve discrepancies and provide guidance on expense reporting policies.
- Process and approve employee expenses to ensure reimbursement within the stipulated timeframe.
Accounts Payable Processing
- Manage high volumes of accounts payable invoices received via email and regular mail.
- Handle accounts payable email inquiries and payment requests from vendors and internal customers within the stipulated timeframe.
- Process purchase order-based invoices, including two and three-way matching.
- Issue checks and initiate ACH/wire payments at the bank.
- Ensure the timely posting and payment of utility invoices, via online payments, ACH and check payments.
- Coordinate with Facility Managers and Department Heads at various SOFIE locations to secure invoice approval for processing.
- Set up new vendors in the system.
- Reconcile vendor accounts and perform account reconciliations.
- Assist with month-end closing and accruals.
Qualifications
- Bachelor's degree in Accounting, Finance, or a related field, with at least seven years of accounts payable experience.
- Proficiency in MS Office Suite, particularly Excel, including pivot tables and lookups.
- Experience with expense reporting systems (e.g., Concur, Expensify).
- Experience with SAP Business One or other ERP accounting platforms.
- Experience in fast-paced organizations with complex accounts payable processes.
- Exposure to multi-entity accounting.
- Keen attention to detail and a high degree of accuracy.
- Strong written and verbal communication skills, with the ability to interact professionally with vendors and employees at all levels.
- Ability to prioritize tasks, meet deadlines, and manage multiple responsibilities simultaneously.
- Openness to change and a willingness to learn new skills.
- Understanding and adherence to internal controls to maintain financial security.
