Job position purpose / summary
the senior accounts payable specialist is responsible for analyzing and processing complex ap transactions, maintaining reconciliation spreadsheets, and engaging with vendors, procurement, accounting, and other relevant stakeholders across various o&m businesses. This role involves creating, maintaining, and overseeing necessary a/p reports for daily, weekly, quarterly, and yearly use, as well as for audit purposes.
additionally, the specialist processes payments in the erp system and through bank sites, ensuring that accounts are set up correctly and files are accurate. Acting as the primary contact for accounting and finance, they coordinate to ensure that payments are successfully processed. The specialist also manages and updates vendor records for the applicable businesses. Furthermore, they oversee the various shared a/p mailboxes, serving as the first point of contact for any a/p inquiries and addressing any complex issues that arise from those inquiries.
job position accountabilities / expectations
* support vendors by tracking inquiries and resolving payment-related questions, including collaborating with treasury on payment research, while managing ap inquiry mailboxes across business units to ensure timely responses.
* monitor and communicate about invoice discrepancies in a timely manner, coordinating with suppliers, distribution centers, warehouses, customer service, and buyers to resolve issues effectively.
* process invoices with discounts to generate savings contributing to the organization's financial health.
* act as the primary point of contact for urgent vendor issues requiring immediate attention, such as credit holds.
* proactively review and resolve invoice processing errors and statements until they are fully addressed, ensuring accuracy and efficiency.
* take ownership of resolving invoice issues and processing challenges by actively communicating with various departments, such as sourcing, it, procurement, and customer service. Ensure timely escalation to ap leadership when necessary to drive resolution.
* handle vendor disputes to ensure swift resolution and uphold strong, positive relationships.
* generate various reports (e.g., park report, service entry sheets status, mr11, open items, openvcards, accruals,etc ) to monitor the status of invoices and processes, while tracking key performance indicators (kpis).
* reconcile open items in vendor accounts, purchase orders, advance payments, and employee expenses to maintain accurate financial records.
* lead and participate in projects aimed at improving accounts payable processes, enhancing efficiency and effectiveness.
* establish and enforce policies and procedures for invoice processing to ensure compliance and standardization, while providing training and support to team members to promote adherence to best practices and enhance performance through cross-training and participation in company-led training sessions.
* prepare and coordinate payment proposals for o&m businesses using erp and bank portals, ensuring accurate payment runs to suppliers.
* reconcile and clear payment items, addressing issues such as check cancellations, refunds, stop payments, and vcard transactions.
* download and maintain weekly payment vouchers from the bank portal for record-keeping.
* conduct fiscal reporting and weekly tax withholding reviews for payments related to mexico and honduras.
* verify and register new suppliers in the bank portal to ensure proper vendor management.
* review monthly fiscal accruals and verify non-po processes.
* follow up on open it tickets to facilitate problem resolution.
* specialize in newly implemented tools within the accounts payable process to ensure smooth operations. Address any issues promptly, while proactively identifying potential threats and effectively communicating and troubleshooting current problems.
* test transactions to identify and address daily operational challenges effectively.
* manage the vendor master data by setting up new vendors and/or making changes to existing vendor information based on documentation provided by procurement or the responsible business user making the request.
* ensure compliance with applicable regulatory requirements (iso13485 & gdp) in line with established policies and procedures.
key relationships / customer expectations
(optional)
* plant managers
* customer service
* global accounting team
* finance
* buyers
* procurement
* treasury department
* supply chain accounting
* logistics managers
* vendors
* transportation leaders
* customs department
* it support
* hr department
* maintenance team
* plant engineers
key o&m leadership behaviors
(optional)
integrity:
* gains the trust, confidence of customers and teammates by consistently honoring commitments.
* fosters trust and serves as behavioral model for fellow teammates.
* seeks to comply with applicable laws, regulations, and contractual obligations.
development:
* builds, grows, and maintains customer relationships.
* demonstrates self-awareness and proactively works to elevate personal performance.
* contributes to a work environment that invites and includes diversity of cultures, backgrounds and thought.
excellence:
* operates with a high sense of urgency to deliver a superior customer experience.
* anticipates customer needs and prioritizes work to meet and exceed them.
* displays resilience and perseverance while solving problems, gaining business, or delivering a high level of customer service.
accountability:
* always keeps our customer as the focus of our work.
* meets commitments to both internal and external customers.
* takes personal responsibility for decisions, communications, and actions.
listening:
* asks for customer/teammate feedback and puts it into action.
* actively listens to customer needs and provides solutions/ideas to meet the need(s)
values differences in thought, approach ensuring an inclusive environment
qualifications / education / experience / skills required
* school: professional in accounting/administrative area.
* english language: b1 inter
* experience: from 2 to 4 years
specialized or essential knowledge required
(optional)
sap system
navision system
capturis system
microsoft tools (excel, access, word, outlook, teams)
customer service
organization and prioritization skills
communications skills
continues improvement
account reconciliation
finance knowledge
knowledge of honduras laws
knowledge of mexican laws
etq system
data analysis
problem solving