Accounts Payable Administrator
About The Position
The Accounts Payable Administrator is responsible for the accurate and timely processing of supplier invoices, employee expenses, and other disbursements for our manufacturing and engineering services operations. This role supports production and project teams by ensuring proper three-way match to purchase orders and receipts, resolving discrepancies with Purchasing and Receiving, and maintaining strong vendor relationships. Key responsibilities include high-volume invoice entry and coding in the ERP system, routing invoices for approval, preparing weekly payment runs (ACH, checks, wires), reconciling vendor statements, maintaining vendor master data and W-9/1099 information, and supporting month-end close activities such as AP accruals and subledger reconciliations.
Requirements
- 2+ years of accounts payable experience, preferably in manufacturing, distribution, or engineering services.
- Experience with three‑way match (PO, receipt, invoice) and high‑volume invoice processing in an ERP environment.
- Working knowledge of basic accounting principles and general ledger account coding.
- Proficiency with Microsoft Excel and Outlook.
- Experience with mid‑market or enterprise ERP systems (e.g., SAP, Oracle, Microsoft Dynamics, Infor, etc.) strongly preferred.
- Familiarity with vendor master management, W‑9/TIN validation, and 1099 reporting is a plus.
Nice To Haves
- Associate degree in Accounting, Finance, or Business preferred.
Responsibilities
- Process high-volume vendor invoices, ensuring accurate coding, appropriate approvals, and timely entry into the ERP system (including three‑way match to POs and receipts).
- Review invoices for proper support, terms, tax, and compliance with company policies and contract terms.
- Monitor AP inbox and workflow queues; route invoices and payment requests for approval according to approval matrix and SOX/internal control requirements.
- Reconcile vendor statements, research open items, and resolve price/quantity variances or missing receiving issues with Purchasing, Receiving, and Project Management.
- Prepare and execute weekly payment runs (ACH, checks, wires, and virtual cards), optimizing cash flow while taking advantage of available discounts.
- Maintain vendor master data, including setup of new suppliers, collection of W‑9s, and validation of TINs in alignment with IRS requirements and internal policies.
- Support 1099 reporting by ensuring accurate vendor classification and information throughout the year.
- Assist with month‑end close by preparing AP accruals, reconciling AP subledger to the general ledger, and supporting GR/IR.
- Respond promptly and professionally to internal and external inquiries regarding invoices, payments, and expense reimbursements.
- Maintain organized electronic and/or hard copy filing of invoices, payment documentation, and vendor records per retention policies.
- Support internal and external audits by providing requested documentation and explaining AP processes and controls.
- Identify and recommend process improvements, automation opportunities, and KPI tracking to increase AP accuracy and efficiency.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
