Accounts Payable Administrator

Accounts Payable Administrator

Position Summary

The Accounts Payable Administrator is responsible for the daily vouchering of PO and Non-PO invoices submitted by approximately 1,000 vendors encompassing purchases & services made at almost 40 retail locations, and approximately 50 customer refunds per month as well as the related daily AP check runs of about 700 checks and electronic payments per month. This person will also maintain positive relationships with vendors through timely vendor inquiry responses and the proactive completion of vendor statement reconciliations.

Primary Responsibilities

• Ongoing Vendor Invoice Vouchering. Gather and organize vendor invoices for processing. Process vendor invoices against approved purchase orders, identify pricing and / or quantity discrepancies against purchase orders. Process vendor invoices as non-purchase order invoices by routing them for adequate business approval. Closely review uniform vendor invoicing to ensure accurate billing before inputting data into the system for payment.
• Maintain Positive Vendor Relationships. Interact with vendors to resolve issues brought up by either internal or external customers. Limited involvement communicating with vendors pertaining to receiving discrepancies or disputed invoices. Communicate with internal store locations regarding receiving discrepancies & vendor disputes. Monitor invoices for past due amounts, short payments, or missing payments. Proactively complete vendor statement reconciliations to resolve any problems quickly.
• Process AP Vendor Checks. Print and distribute accounts payable payments on a weekly basis. Ensure timely payment of vendor invoices and manage invoice workflow to maximize available quick-pay discounts. Manage vendor setup process to include requesting Form W-9 from new vendors and completing internal vendor setup documentation. Maintain all necessary W-9 documentation for historic records.
• Completing all other duties as assigned. Including, but not limited to, organizing vendor credit card payments, arranging recurring payments, coordinating vendor trade, processing and filing annual 1099's, managing department inboxes, completing end of month responsibilities, and covering duties for others in department.
• Data analysis and reports. Examples include aging reports, vendor spend, special projects, and service or historical analysis.
• Complying with all company policies and procedures.

Required Work Schedule

• Must be able to work Monday - Friday from 8:00am-5:00pm at the Support Office.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

This position requires the employee to communicate verbally and in writing, hear at a conversational

level, use vision for depth perception and to distinguish between basic shades and colors.

While performing the duties of this position, the employee will occasionally be required to stand or walk. The employee will continuously be required to sit, and occasionally be required to stoop, reach, or twist while rotating. The employee will continuously perform repetitive movements.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The employee will continuously be required to work indoors. The employee will occasionally be required to work alone.

Performance Factors

• Continuous Learning: Demonstrates curiosity and enthusiasm for learning; takes initiative in acquiring and mastering the skills and knowledge requirements of a position; keeps abreast of current or new information through reading and other learning methods; is actively interested in new technologies, processes and methods; welcomes or seeks assignments requiring new skills and knowledge; expends considerable effort and/or expense on learning; genuinely enjoys learning; identifies applications for knowledge; is considered a knowledgeable resource by others.
• Flexibility: Responds promptly to shifts in direction, priorities and schedules; demonstrates agility in accepting new ideas, approaches and/or methods; effective in juggling multiple priorities and tasks; modifies methods or strategies to fit changing circumstances; adapts personal style to work with different people; maintains productivity during transitions, even in the midst of chaos; embraces and/or champions of change.
• Goal Achievement: Establishes goals that are relevant, realistic and attainable; identifies and implements required plans and milestones to achieve specific business goals; initiates activity toward goals without necessary delay; stays on target to complete goals regardless of obstacles or adverse circumstances.
• Interpersonal Skills: Strives for self-awareness; demonstrates sincere interest in others; treats all people with respect, courtesy and consideration; respects differences in the attitudes and perspectives of others; listens, observes, and strives to gain understanding of others; communicates effectively; is sensitive to diversity issues; develops and maintains relationships with many different kinds of people regardless of cultural differences.
• Personal Accountability: Accepts personal responsibility for the consequences of personal actions; avoids placing unnecessary blame on others; maintains personal commitment to objectives regardless of the success or failure of personal decisions; applies personal lessons learned from past failures to moving forward in achieving future successes.
• Planning And Organizing: Works effectively within established time frames and priorities; utilizes logical, practical and efficient approaches; prioritizes tasks for optimum productivity; develops procedures, processes and systems for order, accuracy, efficiency and productivity; anticipates probable effects, outcomes and risks; develops contingency plans to minimize waste, error and risk; allocates, adjusts and manages resources according to priorities; monitors implementation of plans and makes adjustments as needed.
• Problem Solving Ability: Utilizes logic and systematic processes to analyze and solve problems; defines the causes, effects, impact and scope of problems; identifies the multiple components of problems and their relationships; prioritizes steps to solution; develops criteria for optimum solutions; evaluates the potential impact of possible solutions and selects the best one.

Required Skills / Abilities

• Proficient in Microsoft Office Suite including Excel, Word, and Outlook.
• Must be willing and able to learn accounting software including ReQlogic and Dynamics SL and company website navigation.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to prioritize, organize and handle multiple tasks and responsibilities.
• Strong organizational skills and attention to detail.
• Must have the ability to make photocopies; send/receive mail, scan, and email documents.
• Must be able to work and contribute independently and in a team environment.
• Knowledge of office management systems and procedures.
• Ability to operate general office equipment.
• Excellent written and verbal communication skills.
• Ability to type 40 words a minute.
• Ability to maintain confidential information.

Education and Experience

• High school diploma or equivalent required.

Physical Requirements

• Ability to express and exchange ideas through oral communication.
• Must be able to operate a business telephone.
• Must be able to lift to 15 pounds at times.

Additional Details

• Work Location: Mike's Carwash Support Center, 100 Northeast Drive, Loveland, OH 45140
• Work Hours: Monday - Friday, 8:00am - 5:00pm
• Work Environment: Indoor office environment, long periods of sitting in a stationary position.
• Benefits Provided: Medical, HSA, Dental. Vision, Life, ADD, and LTD. Voluntary options include critical illness, STD, and Wellness Programs
• PTO & Holiday Pay provided

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