Accounts Payable Administrator

Ajinomoto Health & Nutrition North America•Ayer, MA

About The Position

The Accounts Payable Administrator is responsible for timely and accurate processing and administration of company assets and liabilities handled through the Accounts Payable cycle. The role organizes, codes, vouchers, and pays vendor invoices; supports cash management, payment approvals, and payment processing; and assists with monthly accruals and General Ledger reconciliations. It also administers employee expense reporting, maintains vendor records, coordinates affiliate billing and intercompany balances, and provides support to internal and external customers. The position safeguards sensitive cash-related transactions and records, follows company policies and internal controls, and communicates potential wrongdoing or asset vulnerabilities to management. Most work takes place in an office in a controlled-temperature environment. Occasional work outside may be required for employee events or work activities. The role may also require wearing personal protective equipment and following GMP guidelines when in manufacturing.

Requirements

High school diploma or equivalent.
At least 3 years of accounts payable experience.
Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.
Attention to detail and ability to understand and comply with company and department policies and guidelines.
Ability to work independently with minimal direction.
Strong organizational and problem-solving skills.
Ability to participate in and support internal and external audits.
Ability to create, update, and maintain Accounts Payable standard operating procedures.
Strong written, oral, and interpersonal communication skills; ability to collaborate professionally with all organizational levels and with external customers, partners, and vendors.
Ability to multitask, prioritize work, anticipate department needs, plan accordingly, and adapt to change.
Ability to maintain confidentiality and safeguard sensitive employee, patient, and company information.
Ability to sit for at least 6 hours per day, occasionally lift or carry up to 25 pounds, operate office equipment, and hear, speak, and use a phone.
Ability to wear personal protective equipment and follow GMP guidelines when in manufacturing.

Nice To Haves

Bachelor’s degree in accounting, finance, or business administration.
Experience with QuickBooks Desktop, Fishbowl Warehouse Management System, or ExpenseWire.

Responsibilities

Execute and accurately complete the Accounts Payable cycle in a timely manner.
Organize, code, voucher, and pay vendor invoices.
Help manage cash by paying vendors on time and taking discounts where appropriate.
Coordinate payment approvals with designated management.
Administer paper checks, ACH payments, and wires where appropriate.
Maintain professional relationships with vendors and comply with company policies, timetables, and deadlines.
Provide data to internal and external customers on request and manage Accounts Payable mailboxes.
Assist with monthly accruals and General Ledger reconciliations.
Track deposits and progress payments on purchase orders.
Manage employee expense reporting, including processing, approvals, payments, and employee support for online systems such as ExpenseWire.
Communicate courteously and promptly with vendors when issues arise.
Update and maintain vendor files and contact lists.
Coordinate affiliate-company billing and repayment and reconcile intercompany balances.
Assist office associates across departments with vendor and customer correspondence about invoices or payments.
Protect sensitive incoming and outgoing cash transactions, including checks, wires, and ACH transfers.
Enforce company policies for payment authorizations, account coding, accounting clearing, processing deadlines, and document retention.
Maintain internal controls during Procure-to-Pay and Order-to-Cash processes.
Promptly communicate suspected employee wrongdoing or unnecessary vulnerabilities involving company assets to the appropriate management level.