The Accounts Payable Specialist is responsible for the effective coordination and management of the Accounts Payable function and supporting the finance department.
KEY RESPONSIBILITIES AND DUTIES
- Receive, process and reconcile all supplier invoices for US entities.
- Monitor Accounting mailbox daily and upload/route all invoices received the same day.
- Ensure all invoices are approved by relevant staff members and department heads and copies of purchase orders are attached if required.
- Reconcile A/P vendor statements.
- Allocate invoices to the general ledger accurately (determine account codes and cost center and ensure approvals from designated authorities).
- Prepare monthly payables within terms of trade, prepare batch summary for subsequent payment electronically.
- Maintain organized and up-to-date accounts payable files, including invoices, expense reports, corporate card reports, receipts, and payment records.
- Make journal entries for invoices to distribute expenses correctly among entities.
- Maximize the group cash flow position with strict management of payables.
- Generate purchase orders for staff as requested.
- Complete Corporate Card account maintenance as needed, such as ordering new cards, updating account limits, & closing accounts, etc.
- Corporate card report processing with accuracy and high expectation to challenge expenses and standards to maintain a budget.
- Provide guidance and training to Corporate cardholders regarding application processing, policies, and procedures.
- Receive, process and reconcile all new Franchise onboarding costs.
- Contribute to month-end closing activities, including General Ledger account reconciliations and Corporate Card Reconciliation.
- Eagerness to learn and improve processes as we develop and expand as a company.
- Perform additional duties as assigned by the Chief Finance Officer.
Other General Tasks
- Bank reconciliations
- Aid in the preparation of the monthly P&L, Balance Sheet and Cash Flow Forecast
- Support month-end close and basic reconciliations (bank reconciliations, AR, AP)
- Manual Journals preparations and entry - inclusive of standing journals and prepayments as instructed
- Prepare and enter supplier accruals for month end
- Assist with fixed asset register maintenance
- 2 - 5 years office accounts payable experience
- Must have previously work for a US based company
- Must have experience with US tax reporting requirements for vendors
- Demonstrate competence in conceptual, analytical and problem solving skills
- Attention to detail and time management skills
- Demonstrate effectiveness in contributing to a team
- Well-developed computer literacy skills with Microsoft Office Suite / Google
- Demonstrate professional communication and interpersonal skills and deportment
