Accounts Payable Representative

Job Description

Summary

The Accounts Payable (AP) Representative is responsible for supporting the full accounts payable cycle, ensuring vendor invoices and payment-related transactions are processed accurately, efficiently, and in accordance with established company procedures. This position plays an important role in maintaining accurate financial records, supporting timely vendor payments, resolving discrepancies, and delivering responsive service to internal teams and external vendors.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable managing multiple priorities and deadlines in a fast-paced environment.

Responsibilities

Invoice Processing & Payment

• Review, code, and process vendor invoices accurately and timely.
• Verify invoices for appropriate documentation, approvals, coding, and payment terms prior to processing.
• Monitor outstanding invoices and assist with ensuring payments are issued according to approved payment schedules.
• Identify duplicate, incomplete, or inaccurate invoices and coordinate resolution before payment.
• Maintain organized and accurate accounts payable records and supporting documentation.

Vendor Management

• Serve as a primary point of contact for vendor inquiries related to invoice status, payments, missing documentation, and discrepancies.
• Research and resolve vendor account discrepancies in a professional and timely manner.
• Reconcile vendor statements monthly and follow up on outstanding invoices, credits, or unresolved balances.
• Maintain accurate vendor records, including payment information and required tax documentation.

1099 & Vendor Tax Maintenance

• Maintain accurate vendor tax information and required documentation throughout the year.
• Review vendor records for completeness and accuracy in preparation for annual 1099 reporting.
• Assist with year-end 1099 preparation and related reconciliation activities.

Reconciliation & Financial Accuracy

• Assist with accounts payable reconciliations and month-end closing activities, as assigned.
• Research payment discrepancies, unapplied credits, outstanding balances, and other AP-related exceptions.
• Support accurate expense tracking by ensuring transactions are recorded consistently and appropriately.
• Maintain documentation in accordance with established record-retention and financial control requirements.

Internal Support & Process Improvement

• Partner with internal departments to obtain approvals, documentation, and clarification needed to process invoices.
• Escalate payment issues, unusual transactions, or recurring discrepancies as appropriate.
• Identify opportunities to improve accounts payable processes, documentation, and workflow efficiency.
• Support special projects and other accounting or finance-related responsibilities as assigned.

Required Qualifications

• High school diploma or equivalent.
• Ability to accurately process financial transactions and maintain detailed records.
• Proficiency in Microsoft Outlook and basic proficiency in Microsoft Excel.
• Ability to manage multiple priorities while meeting established deadlines.
• Professional verbal and written communication skills.
• Ability to maintain confidentiality and exercise discretion when handling financial information.
• Ability to work independently while collaborating effectively with internal stakeholders and external vendors.

Preferred Qualifications

• Associate degree in Accounting, Finance, Business Administration, or a related field; equivalent combinations of education, training, and relevant experience will also be considered.
• One (1) or more years of accounts payable, bookkeeping, accounting support, or related financial operations experience.
• Experience applying basic accounting principles, including invoice coding, reconciliations, and payment processing.
• Experience using accounting software, ERP systems, or accounts payable automation platforms.
• Experience supporting month-end close activities.
• Experience maintaining vendor tax documentation and assisting with 1099 reporting.

Expected compensation for this role is $15.00 - $18.00 hourly with opportunity for a quarterly discretionary bonus. Actual compensation will be determined based on skills, experience, qualifications, and location

What We Offer

• People-Focused Culture

• Competitive Pay & Quarterly Incentives

• Comprehensive Benefits, 401k & Wellbeing Programs (link for details)

• Paid Time Off & Holidays

• Professional Development & Career Growth Opportunities

Equal Employment Opportunity & Accessibility Array is committed to providing equal employment opportunities to all individuals. We ensure that all hiring decisions are made without unlawful consideration of any person's race, color, religion, national origin, age, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity or expression, veteran status, disability, genetic information, marital status, citizenship, ancestry, or any other basis protected by applicable local, state, provincial, or federal law.

We are dedicated to making our application process accessible. If you require an accommodation or assistance due to a disability, please notify us. Your request will be handled confidentially, and your application status will not be negatively affected.

We strive to maintain a diverse, inclusive, and fair workplace where all team members are valued and respected.

Background Check & Work Eligibility All persons hired will be required to complete a background check consistent with applicable law and provide proof of eligibility to work in the country of the job location. Background check results will be considered on an individualized basis in accordance with applicable fair-chance hiring requirements.