AP Accountant

Teso Life•New York, NY

6d•Onsite

About The Position

The AP Accountant will be responsible for a variety of tasks related to vendor invoice processing, AP accounting, payment preparation, vendor reconciliation, month-end close activities, internal controls, system support, and audit assistance. This role requires a strong understanding of accounting principles, attention to detail, and effective communication skills. The AP Accountant will work closely with vendors and internal departments to ensure accurate and timely financial operations.

Requirements

Bachelor’s degree or above in Accounting, Finance, Auditing, or a related field.
Minimum of 2 years of experience in accounting, auditing, finance, or a related field.
Proficiency in Excel is required.
Strong sense of responsibility and ownership with excellent attention to detail and accuracy.
Demonstrates strong awareness of payment-related risks and data exceptions.
Possesses effective follow-up, communication, and time-management skills, with the ability to meet deadlines and work effectively under review, supervision, and guidance.

Nice To Haves

Experience with Accounts Payable (AP), vendor invoice processing, payments, or vendor reconciliations is preferred.
Experience in the retail or consumer industry is a plus.
Experience with ERP systems, NetSuite, or AP systems is preferred.

Responsibilities

Receive, review, and enter assigned vendor invoices in accordance with Company procedures, ensuring accuracy of vendor, invoice number, amount, legal entity, department/store, GL account, accounting period, and other required dimensions.
Verify applicable purchase orders (POs), goods receipts/service completion, invoices, and approval documentation; perform 2-way and 3-way matching; and follow up on discrepancies, missing documentation, or incomplete approvals.
Promptly identify duplicate invoices, incorrect amounts, credit memos, cut-off issues, or other unusual transactions and submit them to the Senior Accounts Payable Accountant for review.
Prepare payment-due lists and supporting packages based on payment terms, AP aging, the payment calendar, and approval status.
Verify payment amounts, vendors, legal entities, banking information, payment methods, and approval evidence to ensure payment documentation is complete and accurate before submitting it for review and approval.
Follow up on rejected or returned payments, vendor refunds, duplicate payments, and other payment exceptions, and maintain timely updates on resolution status.
Complete vendor statement reconciliations as required by reconciling the AP ledger against vendor statements, invoices, credit memos, and payment records.
Follow up on long-outstanding invoices, debit/credit balances, prepayments, vendor credits, and disputed items, and maintain a tracking log of outstanding discrepancies.
Maintain timely communication with vendors and internal business departments to obtain invoices, statements, W-9 forms, payment information, and other required documentation. Escalate unresolved issues in a timely manner.
Complete assigned AP month-end close activities in accordance with the closing calendar, including invoice cut-off, identification of unrecorded invoices, preparation of required accrual support, and month-end adjustment documentation.
Complete reconciliations for AP, accrued liabilities, vendor deposits/prepaids, and other assigned accounts as required, ensuring consistency among the General Ledger (GL), subledger, and supporting schedules.
Review unusual debit balances, long-outstanding items, and monthly account movements; prepare variance explanations; and complete necessary adjustments and clean-up based on review feedback.
Strictly follow established requirements for Vendor Onboarding, PO/Invoice/Receiving Matching, Invoice Approval, Payment Approval, Vendor Bank Verification, Segregation of Duties (SoD), and other Procure-to-Pay (P2P) controls.
Ensure invoices, payment records, and AP supporting documentation are complete, clear, traceable, and properly maintained and archived in accordance with Company requirements.
When missing approvals, unusual vendor information, changes to banking information, or other control issues are identified, do not bypass established procedures. Promptly report such matters to the Senior Accounts Payable Accountant.
Participate, as assigned, in NetSuite ERP and AP/payment-related system testing, Vendor Master cleanup, Open AP data validation, and system implementation/go-live support.
Assist with validating fundamental data flows, including PO-to-Bill, AP Subledger-to-GL, payments, and vendor credits; document and report system issues or exceptions.
Proactively identify repetitive tasks, missing documentation, and process inefficiencies in daily operations, and support the Senior Accounts Payable Accountant in driving process standardization and continuous improvement.
Prepare AP Aging reports, invoice/payment samples, vendor reconciliations, accrual support, and other audit or Prepared by Client (PBC) documentation as required.
Collaborate with Procurement/Merchandising, Operations, Supply Chain Management (SCM), General Ledger (GL), Tax, IT, and vendors to resolve invoice, payment, reconciliation, and system-related matters in a timely manner.
Promptly escalate significant payment exceptions, duplicate invoices, unusual vendor activity, suspected fraud, or internal control concerns. Do not independently process or resolve matters that exceed the position’s authorized level of responsibility.