Accounts Payable Specialist (Factory)

Job Summary:

The Accounts Payable Specialist (Factory) is responsible for managing the Accounts Payable function for all factory-related liabilities. This includes processing incoming factory invoices for accuracy, entering invoices for payment in the Accounts Payable system, maintaining accounting records, and supporting day-to-day operations in the Accounting Department.

Supervisory Responsibilities:

Duties/Responsibilities:

• Process high-volume, full-cycle Accounts Payable transactions.
• Process Item Receipt to Bill transactions, enter vendor bills, vouchers, and credit memos, including matching invoices to purchase orders and entering data into the accounting system.
• Resolve discrepancies and variances in price, units, taxes, and total amounts.
• Create manual invoices to offset customer claims, deductions, or credits to the related factory.
• Check and download documents from the collection portal daily and forward to the Logistics Department for validation.
• Obtain approval from the Controller for validated collections.
• Reconcile and follow up on monthly vendor statements, resolving discrepancies in a timely manner.
• Ensure all adjustments are properly recorded before vendor payments.
• Run weekly Aging Reports of all outstanding Accounts Payable invoices and prepare weekly cash forecasts.
• Prepare daily payments to overseas factories and weekly payments to domestic factories.
• Provide payment details to factories upon completion of transactions.
• Record entries for payroll-related transactions and payments.
• Reconcile Accounts Payable clearing accounts and Prepaid Inventory accounts for month-end closing.
• Maintain Accounts Payable files, including organizing, scanning, and filing accounting documents.
• Perform other related duties, responsibilities, and special projects as assigned.

Qualifications:

• Ability to work independently, multitask, and prioritize in a fast-paced, high-volume, and dynamic environment.
• Effective verbal and written communication skills.
• NetSuite experience is a plus.
• Proficiency in Microsoft Windows and Office, including Excel, Outlook, and Word, is required.
• Multilingual skills in Chinese are a plus.

Education and Experience:

• Bachelor’s degree in Accounting or Finance from an accredited institution strongly preferred.
• 3-5 years of experience with full-cycle Accounts Payable required.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Occasional bending, reaching, or lifting of items up to 10 pounds.
• Ability to communicate effectively in person, over the phone, and via email.

This job description is designed to outline the essential duties and responsibilities associated with this position. It is not intended to be a comprehensive list of all tasks, responsibilities, and qualifications. Duties and responsibilities may be added, deleted, or changed at any time at the discretion of management, formally communicated through standard company procedures.