Accounts Payable Associate

Full Job Description

The AP Associate supports the accounts payable function by ensuring the accurate and timely processing of vendor invoices, payments, and related transactions. This role manages invoice coding, W-9 verification, and payment processing while monitoring due dates and maintaining vendor relationships.

Working closely with the Sr. Staff Accountant, the AP Associate assists with expense reports, reconciliations, and month-end close activities to support accurate financial reporting and efficient operations.

Job Duties and Responsibilities

• Process high-volume vendor invoices, ensuring accuracy, proper coding, and timely entry into the accounting system
• Review, verify, and maintain vendor records, including W-9 collection and compliance requirements
• Manage invoice intake and facilitate approval routing in accordance with company policies
• Prepare weekly payment runs (checks, ACH, wires) for review and approval by the Sr. Staff Accountant
• Monitor invoice due dates and ensure payments are scheduled timely to maintain strong vendor relationships and avoid late fees
• Research and resolve invoice discrepancies, payment issues, and vendor inquiries in a timely and professional manner
• Reconcile vendor statements and investigate any variances
• Process and review employee expense reports in Concur, ensuring compliance with company policies
• Reconcile corporate credit card transactions and ensure proper coding and documentation
• Assist with month-end close by preparing AP-related reconciliations and supporting schedules
• Maintain organized and accurate records of all accounts payable transactions and supporting documentation
• Collaborate with internal departments to ensure proper approval and coding of expenses
• Support audits by providing requested documentation and explanations related to accounts payable
• Assist with process improvements to enhance efficiency and accuracy within the accounts payable function
• Provide backup support for other accounting functions as needed
• Additional duties as assigned

Competencies

• Strong attention to detail with a high level of accuracy in processing financial data
• Understanding of accounts payable processes, including invoice coding, approvals, and payment workflows
• Ability to manage high-volume workloads and prioritize tasks to meet deadlines
• Strong organizational skills with the ability to track and maintain large amounts of documentation
• Analytical problem-solving skills with the ability to research and resolve discrepancies
• Effective written and verbal communication skills, particularly when interacting with vendors and internal teams
• Ability to follow established processes and internal controls, including segregation of duties
• Self-motivated with the ability to work independently in a remote environment
• Collaborative team player who works effectively with accounting and cross-functional teams
• Adaptable and flexible in a fast-paced, evolving environment
• High level of integrity and discretion when handling sensitive financial information
• Proficiency in Microsoft Office, particularly Excel, with the ability to learn new systems quickly
• Commitment to continuous improvement and process efficiency
• Understanding and demonstration of Petauri values

Preferred Education and Experience

• Bachelor's degree in accounting or finance required
• Knowledge of Generally Accepted Accounting Principles (GAAP)
• Working knowledge in Microsoft Office (Word, Excel and Outlook)
• Working knowledge in QuickBooks