Accounts Payable Specialist

Temporary Accounts Payable Specialist

Our client is seeking a detail-oriented and experienced Accounts Payable Specialist to join their team on a temporary basis. This position focuses on managing purchase orders, aged payables resolution, vendor reconciliations, and process documentation within a fast-paced, accuracy-driven environment. You will work collaboratively with site administrators, financial managers, and vendors to resolve outstanding issues and ensure accurate and timely record maintenance. The assignment is a 3-month engagement with an immediate start.

Key Responsibilities :

Purchase Order (PO) & GR Clearing

Review unmatched purchase orders (POs) and goods receipt notes (GRNs), identifying discrepancies to determine if goods were received but not invoiced, or vice versa.

Coordinate and communicate with Site Administration teams and Regional Financial Managers to address mismatches and resolve issues promptly.

Close fully matched POs to release encumbrances and improve cash flow visibility.

Analyze GR / IR Clearing accounts and address lingering balances through thorough research and reconciliation.

Manage purchase order clearing and exception resolution, aligning with 3-way matching principles (PO, GRN, and invoice).

Aged Payable Resolution

Investigate invoices aged 60+ or 90+ days, determining the root cause of outstanding balances (e.g., missing POs, GRNs, or delayed approvals).

Match invoices to POs and receipts, ensuring process accuracy.

Liaise with vendors to confirm outstanding balances, request copies of missing invoices, and validate credits where applicable.

Identify and action debit balances or open credits, including applying credits or submitting refund requests when needed.

Vendor Statement Reconciliations

Request and reconcile monthly statements from top-tier vendors.

Validate open items on vendor statements against ERP records and flag any unrecorded invoices.

Investigate and resolve common discrepancies, such as missing credits, duplicate payments, or unapplied cash payments.

Maintain and update vendor records with reconciliation notes, ensuring the vendor log reflects the most recent reconciliation dates and outstanding items.

Documentation and Team Support

Maintain a shared tracker monitoring aged items, along with action owners, the steps taken, and updated resolution dates.

Identify and escalate recurring issues, including missing GRNs, vendor setup challenges, or PO and approval delays, to streamline processes or flag areas for improvement.

Foster collaboration within cross-functional teams, promoting a seamless accounts payable process.

Requirements

Skills & Experience Required :

Proficiency in SAP, or similar ERP systems.

Advanced knowledge of Microsoft Excel, including the ability to work with formulas, filters, lookups, and pivot tables.

Demonstrated experience in purchase order reconciliations, invoice matching, and vendor statement reconciliations.

Exceptional organizational, analytical, and problem-solving skills with the ability to manage multiple tasks simultaneously.

Strong written and verbal communication skills, with fluency in discussing financial processes with stakeholders at varying levels.

Details & Work Arrangements :

Start Date : Immediate

Duration : 3 Months

Schedule :

Monday - Thursday : 7 : 30 AM - 5 : 00 PM or 8 : 00 AM - 5 : 30 PM (30-minute lunch break)

Friday : 8 : 00 AM - 12 : 00 PM (no lunch break)