What are the responsibilities and job description for the Accounts Payable Specialist position at Zenlayer, Inc?
The Accounts Payable Specialist is responsible for the timely and accurate processing of vendor invoices, employee expenses, credit card transactions, and payment runs. This role supports the month-end close process, ensures compliance with company policies and internal controls, and works closely with Procurement, Finance, and global business teams.
Duties & Responsibilities:
Invoice Management & Processing
- Verification: Review all invoices for appropriate documentation and approval prior to payment.
- Three-Way Matching: Perform "three-way matching" by comparing the Purchase Order, the Receiving Report, and the Invoice to ensure accuracy.
- Data Entry: Enter and upload invoices into accounting software (ERP) with correct coding.
- Manage Fixed Asset recording, tracking, inventories, and internal audits.
- Maintain internal and tax depreciation records and manage 1099 maintenance
Payment Execution
- Scheduling: Monitor discount opportunities and payment terms to ensure timely disbursements.
- Methods: Process payments via ACH, wire transfers, credit cards, and occasionally physical checks.
- Discrepancy Resolution: Research and resolve any invoice discrepancies or payment issues with vendors.
Reconciliation & Reporting
- Vendor Statements: Reconcile monthly vendor statements to ensure all liabilities are recorded.
- Financial Closing: Assist with month-end and year-end closing by preparing accruals and reconciling the AP sub-ledger to the General Ledger and ensuring entries are posted for proper cut-off.
- Audit Support: Provide supporting documentation and explanations for internal and external audits.
- Documentation: Maintain thorough and accurate files in accordance with company policy and accepted accounting practices.
Required Qualifications
- BS/BA or equivalent degree.
- 2 years of accounting work experience.
- Proficient in speaking, reading, and writing in both English and Mandarin.
- Proficient in Microsoft Office Suite. Experience with NetSuite is a plus.
- Strong attention to detail, accuracy, and time management skills.
- Ability to work independently and with a team in a high-volume environment.
- Basic knowledge of accounts payable/general ledger systems and procedures.
- A customer service mindset when interacting with employees and vendors.
- A professional, reliable, and detail-oriented attitude.