Fleet Procurement Accounts Payable Specialist

ABC Supply is North America’s largest wholesale distributor of exterior and interior building products.

ABC Supply is proud to be an employee-first company. In fact, we have won the Gallup Exceptional Workplace Award every year since its inception in 2007, and Glassdoor has named us one of the best places to work in the country. Be part of a company that recognizes your talents, rewards your efforts, and helps you reach your full potential. At ABC Supply, we have YOUR future covered.

Reporting to the Fleet Procurement Accountant or other designated Fleet Procurement leadership, the Fleet Procurement Accounts Payable Specialist is responsible for processing fleet-related purchase orders and vendor invoices, ensuring accurate and timely payments, and resolving transaction discrepancies. This position works closely with Fleet Procurement, Finance, Operations, and suppliers to maintain accurate financial records, support strong supplier relationships, and ensure compliance with company purchasing and financial controls.

The ideal candidate is highly organized, detail-oriented, and experienced in accounts payable, invoice processing, and/or purchase order management. The successful candidate will work collaboratively with Fleet Procurement, Operations, Finance, and suppliers to ensure timely and accurate processing of fleet-related transactions. This individual will contribute to continuous process improvement efforts and support departmental objectives through exceptional attention to detail and customer service.

Responsibilities Include:

• Receive and review fleet-related purchase orders for completeness and accuracy. 

• Process and enter vendor invoices into ABC’s receiving system in a timely manner. 

• Match invoices to purchase orders and receiving documentation to ensure proper authorization and payment. 

• Verify pricing, quantities, taxes, and supporting documentation before invoice entry. 

• Research and resolve invoice discrepancies, payment issues, and vendor inquiries. 

• Coordinate with Fleet Procurement personnel, internal departments, and suppliers to obtain required documentation. 

• Maintain accurate and organized records of invoices, receipts, and related documents. 

• Monitor invoice approval workflow and follow up on outstanding approvals. 

• Own the Fleet Procurement invoice lifecycle from receipt through successful payment, including invoice validation, three-way matching, discrepancy resolution, approval follow-up, and payment-status monitoring.
• Perform routine reconciliations of purchase orders, receipts, invoices, and payment records to identify missing, duplicate, inaccurate, or improperly allocated transactions.
• Investigate aged open purchase orders, unmatched receipts, unpaid invoices, duplicate invoices, and other transaction exceptions.
• Analyze invoice and purchase order exception trends and provide Fleet Procurement leadership with reporting on aging, unresolved discrepancies, payment delays, and recurring process issues.
• Support audit requests by providing documentation and transaction histories. 

• Ensure compliance with company purchasing policies, accounting procedures, and internal controls. 

• Prepare reports related to purchase order and invoice activity as requested. 

• Assist with vendor setup and maintenance of vendor records when needed. 
• Identify opportunities to improve invoice processing workflows and payment accuracy.
• Assist with development and maintenance of accounts payable procedures and documentation.
• Support department initiatives focused on efficiency, compliance, and supplier satisfaction.
• Track invoice aging and unresolved discrepancies.
• Assist with vendor performance and payment reporting.
• Identify recurring invoice or purchase order issues and recommend corrective actions.

Requirements:

• High school diploma or equivalent required. 
• Minimum 2 years of experience in accounts payable, procurement support, or accounting functions preferred. 

• Experience working with purchase orders, invoice processing, and ERP systems, accounts payable platforms, fleet maintenance software, Enterprise Asset Management (EAM) systems.

• Proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications. 

• Strong attention to detail and data accuracy. 

• Excellent organizational and time-management skills. 

• Ability to maintain confidentiality of financial information. 

• Strong communication and customer service skills. 

Preferred Qualifications:

• Experience in fleet operations, transportation, maintenance, or vehicle procurement environments. 
• Familiarity with fleet management software and enterprise accounting systems. 
• Knowledge of three-way matching processes (purchase order, receipt, and invoice). 

Key Competencies:

• Accuracy and attention to detail 

• Financial data entry 

• Accounts payable processing 

• Purchase order management 

• Problem-solving and reconciliation

• Vendor relationship management 

Success Factors:

• Processes invoices accurately and on time.
• Maintains a high degree of data integrity.
• Resolves discrepancies quickly and professionally.
• Builds positive working relationships with vendors and internal stakeholders.
• Supports month-end closing activities without delays.
• High level of invoice accuracy.
• Timely processing of vendor invoices.
• Strong working relationships with suppliers and internal stakeholders.
• Effective resolution of discrepancies.
• Consistent adherence to company controls and procedures.

Equal Opportunity Employer / Drug Free Workplace

​ABC Supply values diversity and we actively encourage women, minorities, and veterans to apply.