The Accounts Payable (AP) Administrator manages all aspects of the accounts payable process, ensuring the timely and accurate processing of vendor invoices, payments, and reconciliations.
Reporting directly to the Chief Financial Officer (CFO), the AP Administrator plays a crucial role in maintaining the financial health of the company by managing cash flow, monitoring expenses, and supporting the overall financial operations.
This role requires a detail-oriented and organized individual with a strong understanding of accounting principles, inventory management in a manufacturing environment, and the ability to work efficiently within a fast-paced setting.
Key Responsibilities:
Invoice Processing: Receive, review, and process vendor invoices in a timely and accurate manner. Ensure all invoices are properly coded, approved, and entered into the financial system, in compliance with industry standards such as API 6A, API 16C, and ISO 9001:2015.
Payment Management: Prepare payments to vendors, ensuring compliance with payment terms, company policies, and industry standards. Manage payment schedules to optimize cash flow.
Vendor Relations: Serve as the primary point of contact for vendors regarding payment status, discrepancies, and inquiries. Maintain positive relationships with vendors and ensure adherence to standards like API and ISO in all financial transactions.
Reconciliation: Perform regular reconciliations of accounts payable records with vendor statements. Investigate and resolve discrepancies to ensure accuracy, keeping in line with industry requirements.
Expense and Inventory Management: Assist in monitoring and controlling company expenses, including those related to inventory in the manufacturing environment. Ensure all expenditures are within budget, properly documented, and comply with industry standards.
Compliance: Ensure compliance with company policies, procedures, and regulatory requirements related to accounts payable, including adherence to API, ISO, and other relevant standards. Stay updated on accounting standards and best practices.
Reporting: Prepare and distribute accounts payable reports to the CFO, providing insights into payment status, outstanding liabilities, inventory-related expenses, and cash flow forecasts, all in the context of industry-specific standards.
Documentation and Record-Keeping: Maintain accurate and organized records of all accounts payable transactions, including invoices, payments, and correspondence with vendors, ensuring compliance with API, ISO, and company standards.
Support for Financial Audits: Assist in preparing documentation and reports required for financial audits. Provide support during audit processes to ensure timely and accurate completion, adhering to industry standards.
Process Improvement: Identify opportunities for improving accounts payable processes and workflows, particularly in relation to inventory management. Recommend and implement changes to enhance efficiency, accuracy, and compliance with industry standards.
Salary Range: $20.00 to $25.00 / hr
Qualifications:
Qualifications:
Associate's or Bachelor’s degree in Accounting, Finance, Business Administration, or a Related and verified successful experience preferred.
A minimum of 3-5 years of experience in accounts payable or a similar accounting role or quality role.
Strong understanding of accounting principles, including familiarity with industry-specific standards like API 6A, API 16C, and ISO 9001:2015.
Experience with inventory management in a manufacturing environment is essential.
Proficiency in financial management software and ERP systems.
Excellent attention to detail and organizational skills.
Strong communication and interpersonal skills, with the ability to work effectively with vendors and internal teams.
Ability to prioritize tasks and manage time effectively in a fast-paced environment.
Experience in the oil and gas industry or manufacturing environment is preferred.
Knowledge of relevant industry standards, including API and ISO, is essential.
Working Conditions:
Office environment with occasional need to work outside of standard business hours to meet deadlines.
Regular interaction with the CFO and other members of the finance team.
Quarterly travel may be required for audits, training or vendor meetings.
