Accounts Payable Administrator

The role involves utilizing electronic systems and automation tools to manage the accounts payable process, focusing on tasks like electronically receiving invoices, verifying data, coding invoices, and initiating payments with minimal manual intervention. The goal is to streamline the payment process and reduce errors within the company's financial system.

Key Responsibilities:

1. Invoice Processing:
   • Upload and electronically receive invoices from vendors through dedicated portals or email.
   • Use data extraction tools to automatically capture invoice details (vendor information, invoice number, date, amount, line       items).
   • Verify invoice accuracy against purchase orders and receiving documents.
   • Code invoices to the correct general ledger accounts using automated coding rules.
   • Enter all invoices and credit memos into the system daily.
2. Supplier Management:
   • Maintain vendor information within the AP automation system.
   • Monitor and manage supplier payment terms and early payment discounts.
   • Resolve invoice discrepancies with vendors through electronic communication.
   • Verify all vendors email invoices and statements to the designated email address.
   • Ensure all vendors, especially manufacturers, have updated their account name to Smart Office Automation.
3. Payment Processing:
   • Generate electronic payment files for bank transfers or ACH payments.
   • Review and approve payment batches before submission.
   • Monitor payment statuses and track outstanding invoices.
   • Process vendor payments via check or electronic methods, analyzing whether expenses should be recorded in the current,    future, previous, or multiple months.
   • Conduct weekly check runs and review aged accounts payable reports.
4. System Administration:
   • Maintain and update the AP automation system with new vendor information and coding rules.
   • Troubleshoot system errors and resolve data discrepancies.
   • Conduct user training on the AP automation system for relevant departments.
   • Reconcile vendor statements monthly.
   • Manage prepaid and accrued expenses, including creating and managing recurring journal entries.
5. Bank Account and Credit Card Management:
   • Reconcile all transactions on bank accounts and credit cards daily.
   • Enter unapplied payments to vendor accounts if invoices are missing or unknown.
6. Reporting:
   • Run and send the Statement of Cash Flows twice a week, including current balances and forecasted payments.
   • Run the Aged Accounts Payable Report weekly for review with partners.
7. General Ledger:
   • Monthly reconciliation of prepaid and accrued expenses, accounts receivable-employees, buyouts payable, bank account, and credit card.
   • Verify e-agent has run depreciation, contract accruals, and recurring journal entries for the month.
   • Resolve any unapplied payments, unapplied receipts, and undeposited funds.
   • Enter payroll journal entries twice a month.
   • Accrue unpaid commissions for equipment sales and payroll for days remaining in the month not paid out.
   • Accurate G/L entry with correct G/L number, branch and department.

Required Skills:

• Technical Proficiency:
  • Strong understanding of electronic data formats, data extraction tools, and AP automation software.
• Accounting Knowledge:
  • Familiarity with basic accounting principles, invoice coding, and general ledger functions.
• Analytical Skills:
  • Ability to identify and resolve data inconsistencies       and errors.
• Communication Skills:
  • Effective communication with vendors and internal stakeholders regarding invoice issues and payment processes.