Accounts Payable Associate

Singer Foodservice Equipment and Supplies•Meridian, MS

About The Position

The Accounts Payable Associate supports Singer H&R by processing vendor invoices accurately and promptly, maintaining complete electronic records, and resolving issues that could delay payment. The role helps ensure costs are recorded correctly and invoices are ready for payment in time to capture available cash discounts and support vendor rebate programs. The successful candidate is motivated, dependable, detail-oriented, accountable for open items, and comfortable working in digital systems as the company moves toward a paperless AP process. This is an on-site position strongly preferred; a remote arrangement may be considered for a qualified candidate based on business needs and management approval. Approved remote employees must maintain accuracy, productivity, responsiveness, collaboration, availability during established work hours, and participation in required training and meetings. They must also have reliable internet and a private workspace, use approved systems and security practices, remain reachable, provide status updates, and raise issues promptly. Remote work carries the same standards for accuracy, deadlines, and accountability as on-site work.

Requirements

At least one year of hands-on accounts payable experience is preferred, including invoice processing and discrepancy resolution.
Exceptional attention to detail, numerical accuracy, and discipline in verifying entries and supporting documentation.
Self-motivation and accountability, with the ability to prioritize deadlines, manage competing requests, and resolve issues with limited day-to-day supervision.
Working knowledge of purchase order matching, vendor statements, payment terms, and basic accounting.
Proficiency with Microsoft Excel and Outlook and ability to learn accounting, ERP, and electronic document management systems.
Comfort with electronic records, shared inboxes, and digital approval workflows, and willingness to adapt as processes and systems change.
Clear written and verbal communication, professional vendor service, sound judgment, confidentiality, and integrity.
Ability to meet scheduled work hours and month-end deadlines, with overtime as needed.

Nice To Haves

Experience in a high-volume environment serving multiple locations.
General ledger and job costing experience.
Epicor Prophet 21 experience.
An on-site work arrangement is strongly preferred; remote work may be considered for a qualified candidate based on business needs and management approval.

Responsibilities

Review and enter vendor invoices and credit memos; verify vendor, invoice number, dates, amounts, payment terms, and supporting documentation, and identify potential duplicates.
Match purchase order invoices to purchase orders and receiving records; investigate discrepancies involving pricing, quantity, freight, sales tax, or other items with the appropriate internal team or vendor.
Apply appropriate general ledger, location, department, and job or project coding, seeking clarification when needed.
Follow purchase order and approval requirements, including the Non-Merchandise Purchase Order Policy; flag and resolve missing purchase orders, receiving records, or approvals.
Prioritize invoices with cash discount terms and rebate implications, ensure eligible invoices are posted and approved before deadlines, and escalate potential missed discounts.
Reconcile vendor statements to AP records and research missing invoices and credits, unapplied payments, past-due items, and other differences.
Monitor the shared AP inbox, route items, respond professionally to vendor and internal inquiries, and track unresolved items through completion.
Maintain organized, searchable electronic invoice and approval records in accordance with document naming, indexing, retention, and access requirements.
Support the paperless AP transition using electronic invoice intake, document capture, approval routing, and record retrieval tools; identify workflow gaps and suggest improvements.
Prepare payment support and assist with approved ACH, wire, check, or other payment processing while following authorization requirements and separating preparation from approval.
Follow vendor setup and banking change verification procedures; escalate suspicious requests or inconsistent documentation before processing changes or payments.
Assist with vendor credit applications and documentation requests using approved company information and required authorizations.
Support month-end close by identifying unprocessed invoices and potential accrual items, meeting posting deadlines, and providing requested schedules and supporting records.
Coordinate with purchasing, receiving, sales, operations, and accounting to resolve issues; protect confidential information and assist with other AP projects as assigned.