Accounts Payable Accountant

Summary 

The AP Accountant is responsible for the accurate and timely processing of vendor invoices from receipt through payment. This role ensures invoices are properly matched to supporting documentation, coded to the correct GL accounts and departments, and entered into the accounting system free of errors or duplicates. The AP Accountant works closely with vendors to resolve discrepancies, supports the payment process, maintains organized records to support internal controls and audit requests, prepares monthly AP aging, and works closely with the Senior GL Accountant to identify invoices received late that require accruals. This role requires strong attention to detail, sound judgment, and the ability to work independently within a close-knit finance team.

Key Responsibilities 

• AP Processing

• Receive and sort incoming vendor invoices, whether received physically or electronically.

• Validate invoice details against purchase orders, contracts, and confirmation of goods or services received.

• Enter invoice data into the accounting system (Bill.com and NetSuite), including line items, amounts, GL codes, and departments, inclusive of allocations mentioned below. 

• Perform complex allocations for multiple large vendors by splitting expenses across subsidiaries based on invoice descriptions, subsidiary usage, headcounts, etc.  

• Verify entries prior to processing to prevent errors, miscoding, or duplicate payments.

• Oversee the finance email inbox, which includes sorting inquiries from AP and distributing other requests to their respective departments

• Communicate with vendors to research and resolve discrepancies or missing information.

• Prepare and process payments for approved invoices in accordance with payment terms and approval workflows.

• Maintain accurate, well-organized records and provide supporting documentation for internal and external audits.

• Develop and maintain SOPs for all AP procedures, inclusive of the steps required to calculate subsidiary allocations for invoices that cover multiple subsidiaries 

• Accounting 

• Partner with Senior GL Accountant who owns accrued expenses and vendor-facing teams (e.g., Legal, Product) to obtain estimates for recurring accrual items.

• Assist in the preparation of the monthly AP aging, ensuring the aging report ties to the trial balance and open items are properly supported.