Accounts Payable Administrator

Rockforce • Nashville, TN

5d • Hybrid

About The Position

The Accounts Payable Administrator is responsible for administering and supporting the company's accounts payable, expense management, and payment processes. This role serves as a primary point of contact for vendor onboarding, invoice processing, employee expense management, corporate card administration, payment coordination, reconciliations, and reporting.
The position works closely with Accounting, Payroll, Operations, and Finance leadership to ensure transactions are processed accurately, approvals are obtained timely, and company policies and internal controls are maintained. This is a highly detail-oriented role requiring strong organizational, communication, and systems administration skills.

Requirements

• 3–5 years of accounts payable, accounting, or finance experience.
• Strong understanding of invoice processing, payment administration, and reconciliations.
• Experience with expense management and corporate card programs.
• Excellent attention to detail and organizational skills.
• Strong problem-solving and analytical abilities.
• Effective written and verbal communication skills.
• Advanced proficiency in Microsoft Excel and Microsoft Office applications.

Nice To Haves

• Experience with Sage Intacct, Ramp, or similar financial systems.
• Experience supporting multi-entity organizations.
• Knowledge of 1099 reporting requirements.
• Experience in a project-based, staffing, payroll, or live events environment.
• Experience supporting workflow automation and process improvement initiatives.

Responsibilities

• Manage day-to-day vendor invoice processing from receipt through payment.
• Review invoices for accuracy, coding, approvals, and supporting documentation.
• Monitor invoice workflow queues and ensure timely processing.
• Research and resolve invoice discrepancies, duplicate payments, and payment exceptions.
• Maintain compliance with AP policies, procedures, and internal controls.
• Administer vendor onboarding and maintenance processes.
• Collect and maintain vendor documentation including W-9s, ACH authorizations, Certificate of Insurance and tax records.
• Maintain vendor master data and ensure records remain accurate and up to date.
• Respond to vendor inquiries regarding payment status and account issues.
• Support year-end vendor reporting and 1099 compliance activities.
• Administer employee expense reimbursements and corporate card programs.
• Review expense reports for policy compliance and proper documentation.
• Monitor corporate card transactions and supporting receipts.
• Follow up with cardholders regarding missing receipts, coding corrections, and approvals.
• Assist with employee training related to expense policies and procedures.
• Coordinate weekly and ad hoc payment runs.
• Review payment batches for completeness and accuracy.
• Support ACH, check, credit card, and emergency payment processing.
• Ensure approved invoices and reimbursements are paid according to company schedules.
• Maintain payment records and supporting documentation.
• Assist with month-end close activities related to accounts payable.
• Prepare and review AP accrual schedules.
• Reconcile vendor statements and accounts payable balances.
• Support corporate card and disbursement bank account reconciliations.
• Assist in researching and resolving reconciling items.
• Ensure expenses are recorded in the appropriate accounting period.
• Prepare accounts payable aging reports and payment status reports.
• Monitor outstanding liabilities and aging trends.
• Assist with audit requests and supporting documentation.
• Maintain organized records for internal and external reporting requirements.
• Identify recurring issues and recommend process improvements.

Benefits

• Equal employment opportunity for all applicants regardless of age (40 and over), ancestry, color, religious creed (including religious dress and grooming practices), family and medical care leave or the denial of family and medical care leave, mental or physical disability (including HIV and AIDS), marital status, domestic partner status, medical condition (including cancer and genetic characteristics), genetic information, military and veteran status, political affiliation, national origin (including language use restrictions), citizenship, race, sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, and gender expression, sexual orientation, or any other basis protected by applicable federal, state or local law, rule, ordinance or regulation.
• Reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant consistent with its legal obligations to do so, including reasonable accommodations related to pregnancy in accordance with applicable local, state and / or federal law.
• Participation in a timely, good faith, interactive process with a disabled applicant to determine effective reasonable accommodations, if any, which can be made in response to a request for accommodations.
• Reasonable religious accommodations on a case-by-case basis.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed