Accounts Payable Assistant

About this role

Accounts Payable Assistant

Location: Philippines

• Fully Remote

Employment Type: Full-Time

About the Role

We are seeking a detail-oriented and organized Accounts Payable Assistant to support our finance team in managing high-volume invoice processing, vendor communications, statement reconciliation, and payment preparation. The ideal candidate can manage competing priorities, resolve discrepancies promptly, and maintain accurate financial records while meeting time-sensitive deadlines.

Key Responsibilities

• Accounts Payable Inbox Management: Monitor and organize the AP email inbox, respond to inquiries, and route requests to the appropriate team members.
• Invoice Processing: Enter, review, and verify vendor invoices for accuracy, completeness, proper coding, and supporting documentation.
• Payment Run Support: Assist with Tuesday and Friday payment runs by reviewing outstanding invoices, verifying due dates, identifying applicable discounts, and ensuring eligible invoices are selected for payment.
• Vendor Statement Reconciliation: Request and review monthly vendor statements, compare them against internal records, and investigate outstanding balances or discrepancies.
• Discrepancy Resolution: Investigate differences between purchase orders, vendor invoices, and statements, coordinating with vendors and internal teams to resolve issues.
• Vendor Communication: Respond professionally and accurately to vendor inquiries regarding invoices, payment status, and account discrepancies.
• Cross-Functional Coordination: Communicate regularly with AP associates and sales team members to ensure timely follow-ups and accurate information sharing.
• Documentation and Recordkeeping: Maintain organized, accurate, and up-to-date accounts payable records.

Qualifications

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• 1-2 years of experience in accounts payable, invoice processing, or a related finance or accounting role.
• Strong attention to detail and demonstrated accuracy in high-volume data entry or transaction processing.
• Ability to manage multiple priorities and meet strict deadlines in a fast-paced environment.
• Strong written and verbal communication skills for handling vendor and internal inquiries.
• Basic understanding of invoice matching, payment terms, due dates, and discrepancy resolution.
• Proficiency in Microsoft Office, particularly Excel and Outlook.
• Ability to learn accounting systems and internal procedures quickly.
• Reliable internet connection and a suitable home office setup for remote work.

Preferred Qualifications

• Experience using NetSuite or another ERP or accounting system.
• Experience reconciling vendor statements and investigating invoice discrepancies.
• Familiarity with purchase orders, payment terms, early payment discounts, and payment runs.
• Associate's or bachelor's degree in Accounting, Finance, or a related field.
• What Success Looks Like
• Accurate and timely invoice entry with consistently low error rates.
• Vendor statements and invoice discrepancies are followed up on and resolved promptly.
• Payment runs include the appropriate invoices based on due dates and applicable discounts.
• Vendor and internal inquiries receive clear, timely, and accurate responses.
• AP records remain organized, and deadlines are consistently met.
• If you are organized, detail-oriented, collaborative, and comfortable working with high volumes of financial transactions, we encourage you to apply.