What are the responsibilities and job description for the Accounts Payable Specialist position at TBI AIRPORT MANAGEMENT INC.?
Description
General Responsibilities
The Accounts Payable Specialist is responsible for managing and processing invoices, payments, and financial records to ensure timely and accurate payment of obligations. This role requires strong attention to detail, organizational skills, and the ability to collaborate with vendors, employees, and internal departments to resolve payment-related issues.
Key Responsibilities:
Daily Responsibilities
- Process and distribute incoming mail, identifying and routing financial documents.
- Monitor and manage multiple email inboxes related to invoices, expense reports, and vendor communications.
- Perform pre-audit of invoices to ensure accuracy, completeness, and compliance with company policies.
- Enter requisitions (RQNs) for various departmental invoices.
- Complete goods receipts on approved purchase orders.
- Post and scan invoices into the Sage accounting system.
- Verify and process expense reports.
- Update vendor payment information as needed.
Weekly Responsibilities
- Follow up with managers on pending invoice approvals and incomplete purchase orders.
Bi-Weekly Responsibilities
- Prepare payment proposals for multiple company entities.
- Process payments through Paymode X.
- Generate and process manual checks.
- Prepare and distribute check registers.
Monthly Responsibilities
- Send end-of-month invoice reminders.
- Complete monthly accruals.
- Reconcile Goods Receipt Not Invoiced (GRNI) reports.
- Reconcile monthly statements.
- Enter requisitions for recurring monthly invoices.
Annual Responsibilities
- Prepare 1099 reports for multiple companies
- Coordinate 1099 printing, filing, and distribution
Ad Hoc Responsibilities
- Research and resolve payment discrepancies.
- Set-up new vendor accounts.
- Manage returned checks and vendor communications.
- Assist with internal and external audits.
- Train new employees on accounting systems and processes.
- Maintain comprehensive financial records and documentation.
Requirements
Qualifications
- 3-4 years of experience in accounts payable.
- Proficiency in Sage accounting software.
- Strong attention to detail.
- Excellent organizational and communication skills.
- Ability to work independently and collaborate with multiple departments.
Technical Skills
- Advanced Excel skills.
- Experience with electronic payment systems (Paymode X).
- Familiarity with 1099 reporting.
- Accounting software proficiency.
Soft Skills
- Analytical thinking.
- Problem-solving abilities.
- Excellent interpersonal communication.
- Ability to maintain confidentiality.
- Adaptable to changing priorities.
Physical Requirements
- Ability to sit for extended periods.
- Manual dexterity for document handling and computer work.
Work Environment
- Office setting.
- Occasional interaction with vendors, management, and other departments.
- Use of computer, phone, and standard office equipment.
