Accounts Payable Specialist – Shared Services

The Accounts Payable Specialist is responsible for the end-to-end processing, control, and administration of accounts payable functions for Shared Services. This role is dedicated exclusively to invoice processing, vendor management, and payment execution, ensuring accuracy, timeliness, and compliance with established company policies and internal controls.

This position is operational and process focused, supporting the organization through efficient transaction management of the accounts payable workflow, including identifying inefficiencies and driving process enhancements.

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