About the role
Job Overview
We are looking for a meticulous, detail-oriented Accounts Payable Specialist to oversee our vendor payment operations with a specific focus on shipment-level reconciliation . In this role, you will be responsible for matching, auditing, and reconciling vendor invoices against purchase orders, bills of lading, proof of deliveries (PODs), and freight documents on a granular, shipment-by-shipment basis.
Key Responsibilities
1. Shipment-Level Payment Reconciliation
- Granular Matching: Perform 3-way/4-way matching (Purchase Order, Receiving Log/POD, Carrier Freight Bill, and Vendor Invoice) for every individual shipment prior to payment processing.
- Discrepancy Resolution: Identify, investigate, and resolve shipment-level discrepancies related to short shipments, damaged goods, price variances, overcharges, and double-billing.
- Credit Memo Tracking: Issue and track debit notes or demand credit memos from vendors for missing, rejected, or damaged items per shipment.
2. Vendor Accounts & Statement Audit
- Perform routine vendor statement reconciliations at the line-item and shipment level to ensure ledgers match vendor records.
- Maintain clean open-item balances and prevent duplicate payments or unallocated credits.
- Act as the primary point of contact for vendor inquiries regarding shipment payment status, deductions, and payment schedules.
3. Processing & Approval Workflows
- Code and route matched vendor invoices into the ERP/accounting system with accurate GL entries and cost-center allocations.
- Prepare weekly/bi-weekly payment run batches based on agreed credit terms and verified shipment receipts.
- Audit additional logistics charges (e.g., demurrage, detention, fuel surcharges, customs duties) linked to specific shipments.
4. Reporting & Compliance
- Maintain accurate audit trails and support internal/external audit requests with shipment-specific documentation.
- Generate monthly accounts payable aging reports and highlight open shipment discrepancies for management review.
Qualifications & Key Requirements
- Education: Bachelor’s degree in Accounting, Finance, Business Administration, or equivalent practical experience.
- Experience: 5–7 years of experience in Accounts Payable, with demonstrated experience in high-volume, shipment-based or SKU-level vendor reconciliations (e.g., Logistics, Supply Chain, Manufacturing, Retail, or E-commerce).
Technical Skills:
- Proficiency in ERP software (e.g., SAP, Oracle, NetSuite, Dynamics 365, or QuickBooks).
- Advanced MS Excel skills (VLOOKUP/XLOOKUP, Pivot Tables, SUMIFS, conditional formatting) for high-volume data matching.
- Domain Knowledge: Understanding of Incoterms, freight/logistics documentation (BL, POD, Packing Lists), and credit memo workflows.
- Soft Skills: Exceptional attention to detail, strong problem-solving skills, and effective vendor communication abilities.
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