Accounts Payable Executive

Job Description for Accounts Payable

Job location: Mumbai

Reporting to: GM - Accounts

Key purpose of the job: The Accounts Payable Executive will be responsible for managing end-to-end invoice processing, vendor payments, employee reimbursements, and ensuring compliance with company policies and statutory requirements. The role requires strong attention to detail, coordination with internal stakeholders and vendors, and timely processing of financial transactions.

Key Accountabilities/ Responsibilities

• Vendor Invoice Processing

• Process and verify vendor invoices against purchase orders, contracts, and supporting documents.

• Ensure accurate accounting and coding of invoices in ERP systems.

• Validate invoice approvals as per delegation of authority (DOA) matrix.

• Monitor invoice ageing and ensure timely processing to avoid payment delays.

• Resolve invoice discrepancies and coordinate with vendors and internal departments.

• Employee Reimbursement Processing

• Review and process employee reimbursement claims including travel, accommodation, conveyance, medical, and other business expenses.

• Verify supporting bills and ensure compliance with company reimbursement policies.

• Coordinate with employees for clarification and missing documentation.

• Ensure timely reimbursement payouts and accounting entries.

• Reconciliation & Record Management

• Perform vendor ledger reconciliations and resolve outstanding items.

• Reconcile employee advance and reimbursement accounts.

• Maintain accurate accounts payable records and documentation.

• Support month-end and year-end closing activities.

• Compliance & Controls

• Ensure compliance with GST, TDS, and other applicable statutory requirements while processing invoices.

• Verify vendor master data and tax details before processing transactions.

• Adhere to internal financial controls and audit requirements.

• Support internal and statutory audits by providing necessary documentation and explanations.

• Vendor & Stakeholder Management

• Respond to vendor queries regarding invoice status and payments.

• Coordinate with Procurement, HR, Administration, and Business Teams for invoice verification and approvals.

• Maintain positive relationships with vendors and internal stakeholders.

• Process Improvement

• Identify opportunities for process efficiencies and automation.

• Support implementation of AP best practices and ERP enhancements.

• Ensure timely closure of open items and process exceptions.

• Bachelors degree in commerce (B.Com) / Finance.

• M.Com.

• 2-5 years of experience in Accounts Payable, Invoice Processing, or Finance Operations.

• Experience working with SAP.

• Strong fundamentals in accounting.

• Good written & oral communication skills with ability to coordinate with cross-functional team