What are the responsibilities and job description for the Accounts Payable Administrator position at Trinity Industries Careers?
The AP Administrator supports end-to-end AP operations with a primary focus on payment execution, electronic payment programs, and bank-related activities. Responsible for daily 2-way and 3-way invoice matching, payment processing across multiple channels (ACH, wire, e-payables, checks), and SOX-compliant controls over payment releases and bank reconciliation support. This role partners with Plant Operations, Procurement, Treasury, and Business Units to resolve discrepancies, streamline payment workflows, and maintain accurate vendor payment data. The ideal candidate combines strong payment operations knowledge with analytical rigor, attention to detail, and a controls-first mindset.
What You'll Do:
- Match 2-way and 3-way invoices within established cycle times. Resolve receiving discrepancies, PO mismatches, and pricing variances with internal stakeholders. Conduct vendor statement reconciliations to clear balances and prevent aging.
- Monitor discount-term invoices to identify missed or at-risk discounts. Expedite approvals when windows are closing. Analyze variances to determine root cause and whether repayment is warranted.
- Monitor SCF activity, troubleshoot payment discrepancies, support suppliers on early-payment options, complete monthly reconciliations, and maintain accurate vendor data within the program.
- Oversee daily E-Pay operations, ensuring timely and accurate electronic payments. Maintain vendor enrollment data and complete monthly reconciliations to confirm accuracy.
- Post domestic and international wire payments to the ERP upon release. Perform monthly reconciliation and promptly escalate mismatches or missing information.
- Monitor daily bank returns, research return cause codes, and work with vendors to securely obtain and validate updated banking information. Post reversals or reissues and update vendor payment methods as needed.
- Retrieve and archive paid and voided check images from the bank portal. Attach to the ERP/vendor record with correct invoice and payment references. Provide timely image support for the AP call center, auditors, and business units.
- Download, file, and reconcile daily bank confirmations for wires, ACH, and checks. Match confirmations to batch totals and escalate discrepancies.
- Independently review and release payments per the approval matrix. Maintain proper controls over payment-file transmission and escalate deviations.
- Log exceptions with timestamps, root cause, corrective actions, and approver sign-off. Ensure all exceptions are resolved and documented within established timelines.
- Provide timely artifacts including confirmations, remittances, and approvals to Treasury and Finance partners to support bank reconciliation activities.
- Maintain evidence in the designated repository using standardized naming and indexing. Keep documentation complete, current, and audit ready.
- Partner with Plant Operations, Procurement, Treasury, and Business Units to streamline purchasing, invoicing, and payment workflows. Resolve escalated issues and improve end-to-end efficiency.
- Host vendor review meetings for account reconciliation, dispute resolution, or relationship management. Prepare documentation and follow up on action items.
- Review and release payments per the approval matrix and payment-file transmission controls.
- Approve or escalate payment discrepancies, bank return resolutions, and vendor banking updates.
- Investigate and resolve invoice and payment exceptions; document root cause and corrective actions.
- Flag and escalate control gaps, unauthorized changes, or compliance risks to the AP Manager.
What You'll Need:
- Bachelor's degree preferred; 4 years of AP experience accepted with emphasis on payment operations, preferably in a shared services or high-volume environment.
- Working knowledge of 2-way/3-way invoice matching, PO workflows, and multi-channel payment processing (ACH, wire, e-payables, checks).
- Ability to independently review payment releases per the approval matrix and ensure controls over payment-file transmission.
- Experience with ERP systems (SAP, Oracle, or equivalent) and proficiency in Microsoft Excel.
- Strong analytical skills; ability to document exceptions with timestamps, root-cause analysis, and corrective actions.
- High attention to detail; maintains organized control evidence with standardized naming and indexing.
- Solid understanding of SOX controls, and internal audit requirements related to AP and payment operations.
- Excellent communication skills; interacts professionally with vendors, plant personnel, Treasury, and cross-functional partners.
- Experience with Supply Chain Finance programs, e-payables platforms, or virtual card programs.
- Familiarity with bank portal administration, check image retrieval, and payment confirmation workflows.
- Experience supporting bank reconciliations, outstanding check research, or positive pay monitoring.
- Exposure to process improvement or automation tools.
- Bilingual proficiency (Spanish/English) is a plus for supporting a multilingual environment.