Accounts Payable Administrator

The Accounts Payable Administrator is responsible for supporting the day-to-day accounts payable function, including researching and processing invoices, reconciling transactions, preparing payment batches, maintaining accurate records, and assisting vendors and internal teams with account-related questions. This role plays an important part in ensuring invoices are processed accurately and efficiently while supporting the broader accounting and administrative functions of the organization.

The ideal candidate is detail-oriented, dependable, and comfortable working with numbers and high-volume financial transactions. Experience in accounts payable or a manufacturing environment is preferred. The successful candidate will demonstrate a strong work ethic, positive attitude, willingness to learn, and commitment to maintaining a safe, professional, and values-driven workplace.

Key Responsibilities

Accounts Payable

• Research, review, and process accounts payable invoices accurately and efficiently.
• Verify invoices against purchase orders, receiving documentation, contracts, or other supporting records.
• Reconcile invoices with receivers and investigate discrepancies or missing documentation.
• Balance invoice batches and ensure transactions are properly recorded.
• Submit completed invoice batches and supporting documentation to supervisors for review and approval.
• Organize and maintain invoices and related accounts payable documentation.
• Monitor outstanding invoices and assist with resolving discrepancies and payment issues.
• Assist with weekly and monthly check processing and other payment activities.
• Maintain accurate and organized AP records in accordance with company procedures.

Vendor Support

• Serve as a point of contact for vendors regarding invoices, payment status, account questions, and discrepancies.
• Research and resolve vendor inquiries in a timely and professional manner.
• Coordinate with internal departments to resolve invoice, receiving, purchase order, and payment issues.
• Maintain positive and professional vendor relationships.

Administrative Support

• Provide general accounting and administrative support as needed.
• Assist with the switchboard and respond to incoming calls when required.
• Direct calls and inquiries to the appropriate departments or personnel.
• Support the accounting team with special projects and other duties as assigned.
• Work collaboratively with supervisors and other departments to ensure efficient workflow.

Safety & Compliance

• Follow all company safety policies, procedures, and workplace standards at all times.
• Demonstrate a proactive commitment to workplace safety, including maintaining proper housekeeping standards.
• Immediately report safety concerns, hazards, incidents, or unsafe practices to the appropriate personnel.
• Participate in safety initiatives, training, and continuous-improvement activities.
• Take personal responsibility for maintaining a safe and professional work environment.

Schedule & Flexibility

• Maintain reliable attendance and punctuality.
• Be willing and able to work scheduled and unscheduled overtime, including weekends and holidays, when business conditions require.
• Adapt to changing priorities and operational needs while maintaining accuracy and productivity.

Essential Qualifications

• 1–2 years of experience in Accounts Payable required.
• Bachelor’s degree in Business, Accounting, Finance, or a related field preferred; equivalent relevant finance experience may be considered.
• Strong attention to detail and accuracy.
• Comfortable working with numbers, invoices, and financial information.
• Strong organizational and time-management skills.
• Ability to research discrepancies and resolve issues effectively.
• Dependable, reliable, and committed to meeting deadlines.
• Strong written and verbal communication skills.
• Ability to work independently while also collaborating effectively with a team.
• Ability to maintain confidentiality when handling financial and vendor information.
• Willingness to learn new systems, processes, and accounting procedures.
• Ability to work overtime, weekends, and holidays as business needs require.

Preferred Qualifications

• Previous experience in an accounting, finance, or administrative role.
• Previous experience in a manufacturing or industrial environment.
• Experience with ERP or accounting systems.
• Experience processing high-volume invoices and payment transactions.
• Familiarity with purchase orders, receiving documentation, and three-way matching.
• Experience with check processing, vendor reconciliations, and account research.