Accounts Payable Associate

Job description

Associate Accounts Payable Job Overview We are looking for a detail-oriented Associate – Accounts Payable to support vendor payment operations with a focus on shipment-level reconciliation. The role involves invoice verification, matching vendor invoices with shipment and logistics documents, resolving discrepancies, and ensuring accurate and timely payments. Key Responsibilities 1. Shipment-Level Reconciliation • Perform 3-way/4-way matching of Purchase Orders, POD/Receiving Records, Freight Bills, and Vendor Invoices. • Verify shipment-wise billing details, quantities, rates, and applicable charges. • Identify discrepancies such as short shipments, damaged goods, price variances, overcharges, and duplicate billing. • Coordinate with internal teams and vendors to resolve discrepancies. • Track debit notes and credit memos for rejected, missing, or damaged items. 2. Vendor Reconciliation • Reconcile vendor statements and open items at invoice and shipment level. • Track outstanding invoices, deductions, and unallocated credits. • Coordinate with vendors regarding invoice status, payment queries, and discrepancies. 3. Invoice Processing & Payments • Verify and process vendor invoices in the ERP/accounting system. • Ensure correct GL codes and cost-center allocation. • Support weekly/bi-weekly payment processing as per agreed credit terms. • Verify additional logistics charges such as freight, detention, demurrage, fuel surcharge, and customs-related charges. 4. MIS & Compliance • Maintain accurate records and shipment-wise supporting documents for audit purposes. • Prepare AP aging reports and track pending invoices/discrepancies. • Ensure timely closure of open items and maintain proper documentation Qualifications & Requirements • Education: Bachelor's degree in Accounting, Finance, Commerce, Business Administration, or equivalent. • Experience: 2–4 years of experience in Accounts Payable, Finance Operations, Vendor Reconciliation, or Invoice Processing. • Experience in Logistics, Supply Chain, Manufacturing, Retail, or E-commerce will be preferred. • Good knowledge of MS Excel, including VLOOKUP/XLOOKUP, Pivot Tables, SUMIFS, and basic data reconciliation. • Working knowledge of ERP/accounting systems such as SAP, Oracle, NetSuite, Dynamics 365, or similar platforms. • Basic understanding of POD, Freight Bills, Purchase Orders, Invoices, and logistics documentation. • Strong attention to detail, analytical skills, and vendor coordination abilities. • Good communication and problem-solving skills.