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Job Description: The Accounts Payable Specialist will manage a daily influx of 30-50 emails, focusing on critical issues like overdue payments and vendor holds. Responsibilities include logging and processing vendor prepayment requests using Smartsheet, resolving on-hold vendor situations through effective communication, and ensuring accurate coding of non-PO invoices and expense reports. The role requires timely responses and meticulous attention to detail, with specific performance metrics for email management, invoice processing, and expense report submission. The position is fully in-office.

Responsibilities:

1. Email Management: Monitor and manage an influx of 30-50 emails daily, scanning for critical indicators (e.g., past due, on hold) and responding promptly.

2. Vendor Prepayments: Log prepayment requests, notifying key stakeholders. Manage incoming urgent requests and ensure timely processing.

3. On Hold Vendors: Respond to mass notifications of vendors on hold. Log issues in Smartsheet and interact with vendors to resolve situations swiftly. Collaborate with internal AP personnel to expedite processes.

4. Expense Reports: Process approved expense reports within 48 hours, ensuring accurate AP entry.

5. Non-PO Invoices: Code vendor bills from the AP folder, ensuring accuracy and detail. Target weekly volume of approximately 30 invoices, cleared within 3 business days after month-end.

Expectations:

• Email management and vendor interactions to be completed daily and efficiently.
• Prepayments and invoice coding to meet specified timelines.
• Must confirm credit card charges and prepayment processes accurately.

Performance Metrics:

• Accounts Payable Inbox: Response within 1 week.
• Non-PO Invoices: Complete within 1 week.
• On Hold Vendor Management: Addressed within hours.
• Vendor Prepayments: Processed in requested timeframe.
• Expense Reports: Submitted within 48 hours.

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