Accounts Payable Administrator Job Description

Accounts Payable Administrator Job Description

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Accounts payable administrator provides leadership for all client accounts payable functions including invoice processing, workflow management, payment processing, and accounting systems.

Accounts Payable Administrator Duties & Responsibilities

To write an effective accounts payable administrator job description, begin by listing detailed duties, responsibilities and expectations. We have included accounts payable administrator job description templates that you can modify and use.

Sample responsibilities for this position include:

Responsible for ensuring and assisting with the daily and monthly AP administration and scanning of invoiced into SAP AP module (for capturing by FSSC) in accordance with the relevant AP SOPs
Address any escalated vendor queries or AP discrepancies in relevant documentation and/or information with relevant internal customers or external vendors and update details on SAP AP module
Ensure accurate administration/filing of all vendor related documentation (PO, GRN, Invoice, Proof of payment) on SAP against relevant vendor account
Follow company’s standard operating procedures in conjunction with processing payables data into ERP system to ensure proper internal controls are followed at all times
Executing all tasks in accordance with policies and procedures to ensure adherence to the unit’s financial and operating control environment including segregation of duties, dual control activities, documentation requirements, evidence of reviews and approvals, and protection of assets and negotiable instruments
Utilizing an image/workflow system and a general ledger accounts payable module to review, audit and post expense reports and invoices ensuring the accuracy of account assignment, entity allocation, and appropriateness of associated documentation
Executing check, ACH and wire remittance setup and entries to effect accurate and timely disbursement of funds
Evaluating, documenting and executing vendor set-ups to ensure data accuracy, timeliness of remittances and protection of company assets
Providing specialized processing support for paid invoices and status updates for the non-U.S. offices
Providing basic analysis, research or processing support to assist with internal client and external vendor inquiries, audit requests, accruals, inter-company invoicing and special processing (e.g., year-end 1099s or tax remittances)

Accounts Payable Administrator Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Accounts Payable Administrator

List any licenses or certifications required by the position: UK, TAFE

Education for Accounts Payable Administrator

Typically a job would require a certain level of education.

Employers hiring for the accounts payable administrator job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Accounting, Finance, Business/Administration, Associates, Education, Business, Computer, Computers, Communication, Technical

Skills for Accounts Payable Administrator

Desired skills for accounts payable administrator include:

Accounts payable best practices
Computer systems
Financial systems is desirable
SAP
ERP system
Practices
Kier systems
Principles
Processes and workflow technology helpful but not essential
Automated accounting applications

Desired experience for accounts payable administrator includes:

Code, Enter and upload all supplier invoices/credit notes to AP ledger (approx
Supplier reporting - preparation of aged supplier reports, exception reporting
New graduates are also encouraged to apply
Ensure that aged listing is in agreement with nominal ledger weekly
4+ years high volume AP experience
Ability to multi-task and deal with suppliers

Accounts Payable Administrator Examples

1

Accounts Payable Administrator Job Description

Job Description Example
Our company is growing rapidly and is hiring for an accounts payable administrator. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for accounts payable administrator
  • Match, verify, code and process inventory and expense invoices
  • Reconcile and resolve disputes and variances with suppliers
  • Prepare monthly AP accruals
  • Collaborate with purchasing and receiving to reconcile and resolve unvouchered receiving items
  • Research, match and process freight & duty invoices
  • Answer vendor / employee questions regarding AP
  • Manage, reconcile and process employee Purchasing Card statements
  • Receive, verify, and process cash, cheques, or online payments from customers and employees
  • Prepare the international payment documents and submit them to the bank
  • Maintain documents pertaining to Sarbanes Oxley requirements and insure proper control procedures are in place for all legislative and regulatory requirements data protection, money laundering and health and safety
Qualifications for accounts payable administrator
  • Preparation of various journal entries for mobile phones, dental insurance costs
  • Operate effective clerical procedures, including filing
  • Accounts Payable Processing - Process vendor invoices
  • General Ledger- Reconcile accounts payable general leger balances
  • This is a part-time position averaging 20 hours per week
  • Process supplier invoices in accordance with established company policies and procedures
2

Accounts Payable Administrator Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of accounts payable administrator. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for accounts payable administrator
  • Verifying all scanned documents to be processed sent by locations into SAP
  • Interact and communicate with internal/external customers to provide excellent customer service
  • Research and resolve supplier discrepancies and disputes as needed
  • Setup customers into AP database for payment processing readiness according to established metrics and SLAs
  • Verify customer W9 information in IRS TIN Verification Portal
  • Ensure integrity of 1099 vendor information by providing information to internal / external customers related to supplier setup requirements
  • Research and resolve all discrepancies regarding invalid taxpayer identification numbers in order to be in full compliance with IRS regulations
  • Provide daily KPIs related to supplier setup and maintenance updates to Finance management team
  • Responsible for 1099 information reporting end to end
  • Liaison between AP and Business on 1099 related communications on reporting deadlines
Qualifications for accounts payable administrator
  • Support multiple internal and external audits, as necessary
  • 3+ years relevant experience in a similar position- preferably within a multinational background
  • Proficient user of Microsoft Office applications (including Excel, Word)
  • Working with ERP systems, Specifically Maconomy
  • General Qualification in Bookkeeping (Diploma)
  • Display the required level of honesty and integrity
3

Accounts Payable Administrator Job Description

Job Description Example
Our company is searching for experienced candidates for the position of accounts payable administrator. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for accounts payable administrator
  • Responsible for ongoing review of database for updates, corrections, clean up efforts
  • Work directly with management on working capital initiatives
  • Assigned as needed to support projects related to creation / update to supplier records
  • Administer 1099 / TIN verification software
  • Research and report to Finance management on any IRS changes related to Accounts Payable
  • Ensure the accurate payment of all accounts payable, including employee expenses, rents and superannuation
  • Check accounts payable statements
  • Liaise with both suppliers and office accounting contacts
  • Process credit application and setting up of new vendors
  • Complete monthly reconciliation with General Ledger
Qualifications for accounts payable administrator
  • Organised individual with excellent attention to detail
  • Organised, systematic
  • Previous experience in a Lead or Supervisory position preferred or a minimum of 5 years current full cycle accounts payable experience in a high volume operation as a processor
  • 10 key by touch (preferably 12,000 keystrokes) with proven accuracy
  • Individual must be self starter and require minimal supervision
  • Stay up to date with IRS regulation changes related to W9, W8, and 1099 reporting
4

Accounts Payable Administrator Job Description

Job Description Example
Our company is looking for an accounts payable administrator. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for accounts payable administrator
  • Obtain current and original insurance certificates for all active vendors
  • Manage and monitor daily AP operations for assigned entities
  • Ensure all escalated internal and external supplier issues are addressed and appropriately resolved in a timely manner
  • Ensure that foreign VAT declarations are addressed in a timely and accurate fashion
  • Report to Controlling identified non-compliance with group guidelines
  • Prepare and process commercial payments for assigned entities
  • Prepare and process internal requests for payment for assigned entities
  • Monitoring and cleansing of pending accounts for US based entities
  • Assist AP team members in reconciling vendor accounts
  • Review AP aging reports and look into older items
Qualifications for accounts payable administrator
  • Experience in Oracle R12 required
  • Strong verbal / written communication skills a must
  • Knowledge of basic office equipment operation
  • Prior experience with ERP package
  • Prior experience with data capture tools
  • 3 years experience managing supplier master data required
5

Accounts Payable Administrator Job Description

Job Description Example
Our growing company is looking to fill the role of accounts payable administrator. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for accounts payable administrator
  • Prepare annual 1099-MISC forms and 1096 for appropriate vendors
  • Processing of accounts payable Invoices
  • Checking accounts payable statements
  • Liaising with both suppliers and office accounting contacts
  • Credit application processing and setting up of new vendors
  • Match, verify and enter payables invoices in NetSuite and/or Visual ERP systems
  • Processing of Intercompany invoices/credit memos
  • Processing of customer refunds
  • Scan and file paid invoices
  • Prepare data for vendor payments
Qualifications for accounts payable administrator
  • 3 years experience working in Shared Services Center required
  • Previous accounts payable experience is a must
  • Exhibits working proficiency with Microsoft Word and Excel
  • Proficiency in relevant Microsoft office programs including Word and Excel
  • Two years relevant administrative support or applicable experience in a fast-paced, data-driven environment
  • Be familiar with or have the desire to become familiar with lease and contract language as it applies to parking and transportation

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