Executive

Role & responsibilities

• Invoice Processing: Verify incoming vendor invoices and perform 3-way matching (purchase order, receiving report, and invoice) to confirm billing accuracy.
• Expense Allocation: Code invoices and employee travel/entertainment expense reports accurately to the correct General Ledger (GL) accounts and departments.
• Payment Execution: Prepare and execute scheduled payment runs (ACH, wire, check, or virtual card) while optimizing cash flow and capturing early-payment discounts.
• Vendor Management: Serve as the primary point of contact to reconcile vendor statements, investigate missing invoices, and resolve billing discrepancies.
• Master Data Maintenance: Onboard new vendors, collect required tax forms (e.g., W-9s), and securely update banking details to prevent fraud.
• Month-End Close: Reconcile the AP sub-ledger, calculate expense accruals for uninvoiced services, and run AP aging reports for the finance team.
• Tax Compliance: Prepare, verify, and distribute annual 1099 tax forms (or regional equivalents) to independent contractors and eligible vendors.
• Audit & Controls: Enforce company purchasing policies, ensure proper management approvals, and retrieve historical payment documentation for financial audits.

Preferred candidate profile

• Educational Background: Bachelors degree in Accounting, Finance, or Business Administration, or equivalent hands-on AP experience.
• Relevant Experience: 2 to 5 years of proven experience managing full-cycle accounts payable in a high-volume, fast-paced environment.
• Technical Proficiency: Hands-on experience with major ERP platforms (e.g., SAP, NetSuite, Oracle) and AP automation or expense software (e.g., Coupa, Concur).
• Excel Mastery: Advanced proficiency in Microsoft Excel, routinely using VLOOKUPs, pivot tables, and large dataset manipulation for reconciliations.
• Accounting Acumen: Strong understanding of general accounting principles, General Ledger (GL) coding, month-end accruals, and the 3-way matching process.
• Analytical Problem-Solving: The ability to independently investigate invoice discrepancies, identify root causes of payment delays, and resolve exceptions.
• Communication Skills: Professional and assertive communication style to effectively manage vendor relationships and coordinate with internal department heads for approvals.
• Precision & Ethics: Exceptional attention to detail, strict adherence to internal financial controls, and a high degree of integrity when handling sensitive banking data.