Sr. Accounts Payable Specialist

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The Senior Accounts Payable Specialist is responsible for overseeing and managing the full-cycle accounts payable function, ensuring the accurate and timely processing of vendor invoices, expense reports, and payments. This role plays a critical part in maintaining vendor relationships, ensuring compliance with financial policies, supporting financial reporting, and improving accounts payable processes.

The Senior Accounts Payable Specialist acts as a subject matter expert for AP operations, supports internal and external audits, and assists with process improvements and automation initiatives. This position may also provide guidance to junior accounts payable staff.

1. Invoice Processing & Payment Management

• Review, verify, and process vendor invoices for accuracy and completeness.

• Ensure invoices are properly coded to the correct general ledger accounts, cost centers, and projects.

• Monitor invoice approval workflows and ensure timely authorization.

• Process high-volume invoices while maintaining accuracy.

• Prepare and process payment runs including:

  • Electronic payments

  • ACH transfers

  • Wire transfers

  • Checks

• Ensure payments are made according to negotiated payment terms.

2. Vendor Account Management

• Establish and maintain vendor records in the accounting system.

• Verify vendor details including banking information and tax documentation.

• Respond to vendor inquiries regarding payment status.

• Investigate and resolve discrepancies such as:

  • Duplicate invoices

  • Incorrect charges

  • Missing purchase orders

• Reconcile vendor statements and ensure outstanding issues are resolved promptly.

• Maintain strong vendor relationships to ensure smooth business operations.

3. Reconciliation & Financial Reporting

• Reconcile accounts payable sub-ledger to the general ledger.

• Prepare and review accounts payable aging reports.

• Assist with month-end, quarter-end, and year-end closing activities.

• Accrue expenses for invoices not yet received.

• Assist in preparing financial reports related to accounts payable.

• Monitor outstanding liabilities and ensure proper recording of expenses.

4. Compliance, Controls & Audit Support

• Ensure adherence to internal financial policies and procedures.

• Maintain proper documentation for all transactions to support audit requirements.

• Assist in preparing documentation for internal and external audit.

• Monitor internal controls related to accounts payable and recommend improvements.

5. Process Improvement & Automation

• Identify inefficiencies in the accounts payable workflow.

• Recommend and implement improvements in:

  • Invoice processing

  • Payment cycles

  • Vendor management

• Participate in ERP implementation or system upgrades.

• Support the implementation of AP automation tools and electronic invoicing systems.

• Develop and maintain standard operating procedures (SOPs) for AP processes.

Education

Bachelor's Degree in one of the following:

• Accounting

• Finance

• Business Administration

• Commerce

Experience

• 5-8 years of experience in accounts payable or accounting

• Experience handlinghigh-volume invoice processing

• Experience withERP systems or accounting software

• Previous experience in asenior AP or supervisory role preferred

Technical Skills

• • Oracle

  • NetSuite

  • Coupa / Quadient Beanwork