Full Job Description

The AP Associate supports the accounts payable function by ensuring the accurate and timely processing of vendor invoices, payments, and related transactions. This role manages invoice coding, W-9 verification, and payment processing while monitoring due dates and maintaining vendor relationships.

Working closely with the Sr. Staff Accountant, the AP Associate assists with expense reports, reconciliations, and month-end close activities to support accurate financial reporting and efficient operations.

Job Duties and Responsibilities

• Process high-volume vendor invoices, ensuring accuracy, proper coding, and timely entry into the accounting system
• Review, verify, and maintain vendor records, including W-9 collection and compliance requirements
• Manage invoice intake and facilitate approval routing in accordance with company policies
• Prepare weekly payment runs (checks, ACH, wires) for review and approval by the Sr. Staff Accountant
• Monitor invoice due dates and ensure payments are scheduled timely to maintain strong vendor relationships and avoid late fees
• Research and resolve invoice discrepancies, payment issues, and vendor inquiries in a timely and professional manner
• Reconcile vendor statements and investigate any variances
• Process and review employee expense reports in Concur, ensuring compliance with company policies
• Reconcile corporate credit card transactions and ensure proper coding and documentation
• Assist with month-end close by preparing AP-related reconciliations and supporting schedules
• Maintain organized and accurate records of all accounts payable transactions and supporting documentation
• Collaborate with internal departments to ensure proper approval and coding of expenses
• Support audits by providing requested documentation and explanations related to accounts payable
• Assist with process improvements to enhance efficiency and accuracy within the accounts payable function
• Provide backup support for other accounting functions as needed
• Additional duties as assigned

Competencies

• Strong attention to detail with a high level of accuracy in processing financial data
• Understanding of accounts payable processes, including invoice coding, approvals, and payment workflows
• Ability to manage high-volume workloads and prioritize tasks to meet deadlines
• Strong organizational skills with the ability to track and maintain large amounts of documentation
• Analytical problem-solving skills with the ability to research and resolve discrepancies
• Effective written and verbal communication skills, particularly when interacting with vendors and internal teams
• Ability to follow established processes and internal controls, including segregation of duties
• Self-motivated with the ability to work independently in a remote environment
• Collaborative team player who works effectively with accounting and cross-functional teams
• Adaptable and flexible in a fast-paced, evolving environment
• High level of integrity and discretion when handling sensitive financial information
• Proficiency in Microsoft Office, particularly Excel, with the ability to learn new systems quickly
• Commitment to continuous improvement and process efficiency
• Understanding and demonstration of Petauri values

Preferred Education and Experience

• Bachelor’s degree in accounting or finance required
• Knowledge of Generally Accepted Accounting Principles (GAAP)
• Working knowledge in Microsoft Office (Word, Excel and Outlook)
• Working knowledge in QuickBooks