Accounts Payable Specialist – Shared Services

Key Responsiblities

Accounts Payable Processing

Process high volumes of vendor invoices with strict adherence to internal controls and approval workflows

Resolve discrepancies directly with vendors and internal departments

Code invoices accurately based on predefined coding structures and departmental guidance

Maintain accurate vendor records, including W-9 collection and vendor onboarding documentation

Prepare and execute weekly payment runs (ACH, wire, check)

Monitor AP aging and proactively follow up on outstanding approvals , escalating and resolving delays to ensure timely processing

Corporate Credit Card Program Management

Administer the company’s corporate credit card program

Issue new cards, manage credit limits, and maintain cardholder records

Review monthly credit card submissions for policy compliance and required documentation

Follow up with employees regarding missing receipts or policy exceptions

Reconcile monthly credit card statements to submitted expense documentation

Coordinate with the credit card provider on disputes, fraud alerts, and account maintenance

Provide guidance to employees on corporate expense policy and documentation requirements, ensuring consistent application of policies

Vendor Management & Customer Service

Serve as primary point of contact for vendor inquiries

Resolve billing disputes and payment discrepancies in a timely manner

Maintain professional vendor relationships to support operational continuity

Partner with internal stakeholders to address issues, align on priorities, and ensure effective resolution of payment and billing matters

Compliance & Controls

Ensure compliance with company policies and internal approval requirements

Support 1099 reporting and annual vendor tax documentation

Assist with audit requests by providing AP documentation and support

Maintain organized digital records in accordance with retention policies

Identify control gaps or risks and recommend process or control improvements

Systems & Process Administration

Maintain and optimize AP workflows within the ERP system

Identify process improvement opportunities within invoice routing and payment cycles

Support automation initiatives related to invoice capture and workflow efficiency

Generate AP reports for management review as requested

Analyze workflow performance and recommend enhancements to improve efficiency, accuracy, and scalability

Required Qualifications

Associate’s degree in Accounting, Finance, or related field or equivalent AP specific experience

5+ years of dedicated accounts payable experience in a high volume corporate environment

Demonstrated expertise in invoice processing, vendor management, and payment execution

Strong working knowledge of ERP systems with hands-on AP module experience

Proficiency in Excel for AP reconciliations and reporting

Strong attention to detail and organizational skills

Demonstrated ability to manage multiple priorities, resolve complex issues, and work cross-functionally with minimal supervision