Manager- Accounts Payable (Logistics/Shipment)

Job description

**Job Overview** We are looking for a meticulous, detail-oriented **Accounts Payable Specialist** to oversee our vendor payment operations with a specific focus on **shipment-level reconciliation**. In this role, you will be responsible for matching, auditing, and reconciling vendor invoices against purchase orders, bills of lading, proof of deliveries (PODs), and freight documents on a granular, shipment-by-shipment basis. **Key Responsibilities** **1. Shipment-Level Payment Reconciliation** - **Granular Matching:** Perform 3-way/4-way matching (Purchase Order, Receiving Log/POD, Carrier Freight Bill, and Vendor Invoice) for every individual shipment prior to payment processing. - **Discrepancy Resolution:** Identify, investigate, and resolve shipment-level discrepancies related to short shipments, damaged goods, price variances, overcharges, and double-billing. - **Credit Memo Tracking:** Issue and track debit notes or demand credit memos from vendors for missing, rejected, or damaged items per shipment. **2. Vendor Accounts & Statement Audit** - Perform routine vendor statement reconciliations at the line-item and shipment level to ensure ledgers match vendor records. - Maintain clean open-item balances and prevent duplicate payments or unallocated credits. - Act as the primary point of contact for vendor inquiries regarding shipment payment status, deductions, and payment schedules. **3. Processing & Approval Workflows** - Code and route matched vendor invoices into the ERP/accounting system with accurate GL entries and cost-center allocations. - Prepare weekly/bi-weekly payment run batches based on agreed credit terms and verified shipment receipts. - Audit additional logistics charges (e.g., demurrage, detention, fuel surcharges, customs duties) linked to specific shipments. **4. Reporting & Compliance** - Maintain accurate audit trails and support internal/external audit requests with shipment-specific documentation. - Generate monthly accounts payable aging reports and highlight open shipment discrepancies for management review. **Qualifications & Key Requirements** - **Education:** Bachelors degree in Accounting, Finance, Business Administration, or equivalent practical experience. - **Experience:** 2–5 years of experience in Accounts Payable, with demonstrated experience in high-volume, shipment-based or SKU-level vendor reconciliations (e.g., Logistics, Supply Chain, Manufacturing, Retail, or E-commerce). - **Technical Skills:** - Proficiency in ERP software (e.g., SAP, Oracle, NetSuite, Dynamics 365, or QuickBooks). - Advanced **MS Excel** skills (VLOOKUP/XLOOKUP, Pivot Tables, SUMIFS, conditional formatting) for high-volume data matching. - **Domain Knowledge:** Understanding of Incoterms, freight/logistics documentation (BL, POD, Packing Lists), and credit memo workflows. - **Soft Skills:** Exceptional attention to detail, strong problem-solving skills, and effective vendor communication abilities.