Accounts Payable Systems and Support Analyst

The Accounts Payable Systems and Support Analyst provides operational and administrative support across Accounts Payable functions, including approval matrix management, spend data support, PCard administration, and utility account management. This role ensures compliance with company policies, maintains accurate financial records, supports reporting needs, and assists with process improvements to enhance efficiency and internal controls.

Key Responsibilities

1. Accounts Payable Approval Matrix Support

• Maintain and update the AP approval matrix in Basware to ensure accuracy and alignment with organizational hierarchy.
• Coordinate with department leaders to validate approvers and authorization limits.
• Ensure invoices are routed according to established approval workflows.
• Support internal and external audit requests related to approval processes.
• Monitor compliance with delegation of authority policies.

2. Ad-hoc AP Analysis and Reports 

• Provide reporting and data analysis support for AP transactions (spend data for CMD projects.
• Audit of key vendor changes.
• Support quarter-end and year-end payment hold processes.
• Support the GPO with the preparation of monthly KPI review inputs.
• Support GPO on improvement projects.
• Monitor Basware queues daily for proactive issue resolution. 
• Basware coding template management.
• Communicate Basware pending invoices and escalate users with excessive pending invoices.
• Maintain standardized AP documents 

3. PCard (Procurement Card) Administration Support

• Assist in issuing, modifying, and canceling PCard accounts.
• Monitor PCard transactions for policy compliance.
• Provide training and guidance to cardholders on company PCard policies.
• Investigate and resolve disputed or fraudulent transactions.
• Maintain accurate records of PCard limits and user authorizations.

4. Utility Management 

• Manage and track utility accounts across multiple locations (electricity, water, gas).
• Ensure timely payment of utility invoices and resolve billing discrepancies.
• Coordinate direct debit set up and invoice retrieval.
• Coordinate account setup, transfers, and closures for new or closed locations.
• Maintain accurate records of contracts, account numbers, and billing details.

Qualifications

Education & Experience:

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred.
• 1 year of experience in accounts payable, financial operations, or administrative finance support.
• Experience with Basware, SAP, QAD, and Solomon preferred.
• Experience managing utility accounts is a plus.

Skills & Competencies:

• Strong attention to detail and organizational skills.
• Proficiency in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, data analysis).
• Ability to manage multiple priorities and meet deadlines.
• Strong communication and customer service skills.
• Analytical and problem-solving abilities.

Working Conditions

• In office 4 days and 1 day remote.