Accounts Payable Specialist

Job Title: Accounts Payable Specialist (On-Site)

Location: Herndon, VA

Work Schedule: 8 hours/day, 5 days/week

• Shift 1: 8:00 AM - 5:00 PM
• Shift 2: 11:00 AM - 8:00 PM

Job Summary

We are seeking a detail-oriented and highly organized Accounts Payable Associate to join our on-site team in Herndon, VA. This role will support accounts payable operations across multiple regions, including AMS, EMEA, and APAC. The ideal candidate will excel in data entry, invoice management, and communication with internal and external stakeholders to ensure accurate and timely processing of payments.

Key Responsibilities

Data Entry and Maintenance Support

• Receive invoices daily and register them in the AP tracker with detailed information, including vendor name, region, account ID, invoice details, service period, payment terms, and more.
• Maintain accurate historical data and records.
• Execute high-volume data entry, validation, and processing requests in the internal system.
• Support large-scale data cleanup and summarization, ensuring conversion to universal templates for system uploads.

Accounts Payable Support

• Analyze and compare month-over-month invoice variances and share findings with internal stakeholders for verification.
• Work with internal teams to verify various invoice types, following up to ensure completion within service-level agreements (SLAs).
• Track payment statuses and process payments as assigned.
• Dispute discrepancies with external vendors and provide resolution.
• Respond to inquiries about invoice payment statuses and other AP-related questions.
• Send reminders to internal teams regarding upcoming due invoices weekly.

Team Support

• Follow up with project managers on project progress and take action as required.
• Assist with documentation and support other day-to-day team operations.

Service Expectations

• Invoice Registration: Register current-day invoices within one business day.
• First Response Time: Process an estimated 150-200 invoice details weekly.
• Data Entry and Input: Commit at least 10 hours/week to data entry tasks.
• Invoice Submission: Dedicate at least 10 hours/week to invoice submission.
• Ad-Hoc Tasks: Complete ad-hoc assignments, requiring at least 5 hours/week.

Qualifications

Required:

1. Bachelor’s Degree in Accounting, Finance, or related business field.
2. High attention to detail and accuracy for data entry in accounts payable.
3. Basic accounting knowledge, including invoice coding and principles.
4. Strong commitment to confidentiality in handling sensitive financial data.
5. Proficiency in data entry and use of internal systems.
6. Solid Microsoft Office skills, particularly Excel.
7. Excellent organizational skills for managing high invoice volumes and filing systems.
8. Effective communication skills for resolving invoice discrepancies.
9. Experience with web-based data entry and processing systems preferred.
10. This role requires on-site presence in Herndon, VA.

Preferred:

1. Ability to communicate effectively in English for global stakeholder engagement; proficiency in Mandarin is a plus.
2. Strong multitasking skills, prioritization abilities, and capacity to meet tight deadlines.

Key Competencies

• Analytical and detail-oriented mindset.
• Strong interpersonal skills for internal and external communication.
• Proactive problem-solving capabilities.
• Ability to work independently and collaboratively in a fast-paced environment.

Equal Opportunity Employer:

We are committed to fostering an inclusive workplace that values diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability, or veteran status.