Accounts Payable Administrator

Mike's Carwash•Loveland, OH

1d•Onsite

About The Position

The Accounts Payable Administrator is responsible for the daily vouchering of PO and Non-PO invoices submitted by approximately 1,000 vendors encompassing purchases & services made at almost 40 retail locations, and approximately 50 customer refunds per month as well as the related daily AP check runs of about 700 checks and electronic payments per month. This person will also maintain positive relationships with vendors through timely vendor inquiry responses and the proactive completion of vendor statement reconciliations.

Requirements

Proficient in Microsoft Office Suite including Excel, Word, and Outlook.
Must be willing and able to learn accounting software including ReQlogic and Dynamics SL and company website navigation.
Excellent time management skills with a proven ability to meet deadlines.
Ability to prioritize, organize and handle multiple tasks and responsibilities.
Strong organizational skills and attention to detail.
Must have the ability to make photocopies; send/receive mail, scan, and email documents.
Must be able to work and contribute independently and in a team environment.
Knowledge of office management systems and procedures.
Ability to operate general office equipment.
Excellent written and verbal communication skills.
Ability to type 40 words a minute.
Ability to maintain confidential information.
High school diploma or equivalent required.
Ability to express and exchange ideas through oral communication.
Must be able to operate a business telephone.
Must be able to lift to 15 pounds at times.

Responsibilities

Ongoing Vendor Invoice Vouchering. Gather and organize vendor invoices for processing. Process vendor invoices against approved purchase orders, identify pricing and / or quantity discrepancies against purchase orders. Process vendor invoices as non-purchase order invoices by routing them for adequate business approval. Closely review uniform vendor invoicing to ensure accurate billing before inputting data into the system for payment.
Maintain Positive Vendor Relationships. Interact with vendors to resolve issues brought up by either internal or external customers. Limited involvement communicating with vendors pertaining to receiving discrepancies or disputed invoices. Communicate with internal store locations regarding receiving discrepancies & vendor disputes. Monitor invoices for past due amounts, short payments, or missing payments. Proactively complete vendor statement reconciliations to resolve any problems quickly.
Process AP Vendor Checks. Print and distribute accounts payable payments on a weekly basis. Ensure timely payment of vendor invoices and manage invoice workflow to maximize available quick-pay discounts. Manage vendor setup process to include requesting Form W-9 from new vendors and completing internal vendor setup documentation. Maintain all necessary W-9 documentation for historic records.
Completing all other duties as assigned. Including, but not limited to, organizing vendor credit card payments, arranging recurring payments, coordinating vendor trade, processing and filing annual 1099’s, managing department inboxes, completing end of month responsibilities, and covering duties for others in department.
Data analysis and reports. Examples include aging reports, vendor spend, special projects, and service or historical analysis.
Complying with all company policies and procedures.