AP Team Lead

Summary of Responsibilities

The Primary responsibilities of the Accounts Payable Coordinator include managing the A/P invoice flow through the office from incoming mail, inputting invoices into A/P, selecting invoices currently due for payment, and resolving vendor issues. Duties also include ensuring W-9s are obtained for all vendors, managing the year-end 1099 process, and monitoring concur system for employee expense approvals. This position requires a large degree of attention to detail, as we have a large amount of vendors throughout US, Canada and Mexico.

Essential Job Functions

• Manage the process of the accounts payable invoices by AP analysts and interns
• Optimize the account payable function by proposing and implementing new processes
• Distribute to project managers or appropriate corporate personnel for approval
• Maintain the vendor master file, ensuring all credentials are up-to-date, ensuring all new vendors submit a W-9, so that correct Tax ID and addresses and phone numbers for vendors are obtained
• Assist the project managers with questions about invoices and payments on subs and suppliers on their jobs
• Generate an open A/P report for all outstanding invoices to be reviewed by assistance controller to ensure payments are being processed timely.
• Create payments in the bank portals and submit for approval
• On a bi-weekly basis, review the approved employee expense reimbursements from Concur and enter in SAP for payment
• Resolve Concur admin tasks for USA and Canada, provide support to employee questions
• Download invoices from portal to ensure completeness
• Check for proper sales tax charges (Master different tax requirements throughout US, Canada and Mexico)
• Check for proper approval of returned invoices
• Enter "on demand/daily/weekly" invoices, including employee expense reimbursements from concur, into SAP
• Review open A/P to propose what should be paid on the by-weekly payment batch and approve by assistant controller
• Set up monthly and quarterly recurring invoice payments in payment file for US, Canada and Mexico
• Field phone calls from subcontractors and vendors about payments

 

Position Requirements

• Critical thinking, problem solving, and judgment and decision making abilities.
• Ability to work in a team environment as well as independently and be self-driven
• Ability to meet deadlines and work well under pressure
• Excellent interpersonal and organizational skills
• Excellent computer skills in a Microsoft Windows environment
• Proven leadership skills and time management

Qualifications and Experience

• Associate degree in Finance/Accounting/Business administration
• 3 to 5 years’ experience in accounts payable
• Proven capabilities in multi-tasking, problem-solving, and prioritizing workloads
• A minimum of 1 year experience as team management
• Ability to do process optimization

Language

• English: Fluent, spoken and written
• Spanish