CWS is an equal opportunity employer and affords equal opportunity to all applicants and employees for all positions without regard to race, color, religion, gender, national origin, age, disability, veteran status or any other status protected under local, state or federal laws.
Job Summary
The Accounts Payable Specialist is responsible for the accurate and timely processing of vendor invoices, employee expense reimbursements, and corporate credit card transactions. This position will serve as the primary administrator for Ramp, ensuring proper coding, documentation, approvals, and reconciliation of expenses and credit card activities. The role supports the month-end close process, vendor relationships, and overall accounts payable operations while maintaining compliance with company policies and internal controls.
Reports To: Senior Accountant
Key Responsibilities:
Accounts Payable
- Assist with vendor onboarding, including collection and review of required documents.
- Maintain vendor records, including W-9s and banking information.
- Process vendor invoices accurately and timely.
- Monitor the AP workflow to ensure invoices are routed, approved, coded, and paid in accordance with company deadlines and policies.
- Review invoices for proper approvals, coding, and supporting documentation.
- Follow up with internal approvers and vendors to resolve missing approvals, documentation gaps, coding issues, or payment discrepancies.
- Match invoices to purchase orders and supporting documentation when applicable.
- Maintain organized electronic documentation for all AP transactions.
- Prepare weekly payment runs.
- Monitor accounts payable inbox and respond to vendor inquiries.
- Reconcile vendor statements and resolve discrepancies.
- Process year-end 1099 preparation and documentation.
- Track vendor COI expiration dates, request renewals, and maintain updated COI database.
Ramp Administration
- Administer the Ramp platform for accounts payable, corporate cards, and expense management.
- Review and import AP and credit card transactions from Ramp into the accounting system.
- Ensure proper GL coding, project coding, and departmental allocations.
- Support implementation of new Ramp functionality and process improvements.
- Maintain AP and Ramp process documentation, procedures, and checklists.
- Reconcile Ramp activity to accounting records.
Expense Reimbursements & Corporate Credit Cards
- Assist with employee onboarding, card issuance, spending controls, and card maintenance within Ramp.
- Monitor corporate credit card transactions and follow up on missing receipts and coding issues.
- Monitor adherence to company expense and corporate card policies and escalate recurring compliance issues as needed.
- Verify receipts, business purpose, project coding, and approvals.
- Process approved employee reimbursements.
- Assist employees with questions regarding expense submissions and company policies.
- Reconcile corporate credit card liabilities and employee reimbursement accounts.
