Senior Accounts Payable Specialist

The Senior Accounts Payable Specialist is responsible for processing, reconciling and analyzing Accounts Payable and Travel & Expense operations, including invoice review and approval, vendor reconciliations, 1099 compliance, travel, and expense administration via Concur, and corporate credit card management. This role ensures timely payment processing, accurate financial records and adherence to company policies, internal controls, and regulatory requirements while serving as a subject matter expert for AP and T&E processes.

Key Responsibilities

Accounts Payable (50%)

Invoice Review & Approval

1. Review and approve invoices in compliance with company policies, internal controls, and tax regulations.
2. Maintain and update the AP Specialist Guide, including:
3. Expenditure approval matrix
4. Coding instructions
5. Payment processing procedures and special instructions
6. Partner with AP Specialists to resolve rejected invoices and payment discrepancies in a timely manner.
7. Ensure proper GL coding and documentation accuracy prior to posting.

Reconciliation & Reporting

1. Perform vendor Statement of Account (SOA) reconciliations and resolve discrepancies.
2. Prepare, analyze, and present Accounts Payable KPIs to track performance and identify areas for improvement.
3. Support the Accounts Payable Manager in monitoring aged payables, open tickets, and issue resolution.
4. Assist with month-end close activities related to AP.

1099 Compliance & Reporting

1. Ensure accurate collection and validation of W-9 forms for reportable vendors.
2. Perform quarterly reviews of vendor master data to ensure completeness and 1099 reporting accuracy.
3. Assist with year-end 1099 reporting, including vendor classification, reconciliation, and data validation.
4. Collaborate with Tax and Compliance teams to meet regulatory deadlines.

Travel & Expense and Credit Card Administration (50%)

Concur (Travel & Expense) Administration

1. Manage user administration (add, modify, delete users).
2. Address employee concerns related to system access and configuration.
3. Review and process expense reports for payment in compliance with company policies.
4. Monitor and manage the T&E mailbox, resolving routine inquiries and escalating complex issues as needed.
5. Ensure adherence to company travel and expense policies.
6. Perform analysis of users and spend levels, as appropriate.
7. Leverage AI capabilities and opportunities, eliminating manual tasks and creating efficiencies.

American Express Corporate Card Administration

1. Initiate corporate card applications.
2. Manage credit limit adjustments, suspensions, and cancellations.
3. Monitor and manage the Amex corporate card mailbox, resolving routine inquiries and coordinating with stakeholders.
4. Ensure card usage compliance with company policy.
5. Perform analysis of users and spend levels, as appropriate.
6. Leverage AI capabilities and opportunities, eliminating manual tasks and creating efficiencies.

Other Responsibilities

Process Improvement & AI Initiatives

1. Support internal controls, compliance reviews, and audit requirements.
2. Identify process gaps and recommend improvements to enhance efficiency and accuracy.
3. Champion AI-driven automation projects within Accounts Payable and T&E functions.
4. Collaborate cross-functionally to implement digital transformation initiatives.
5. Assist in developing SOP updates and process documentation enhancements.

Stakeholder & Vendor Communication

1. Serve as a key point of contact for business partners, vendors, and internal teams.
2. Communicate clearly and professionally regarding payment status, discrepancies, and compliance requirements.
3. Provide guidance and support to junior AP team members.

Skills & Qualifications

Technical Skills

1. Proficiency in ERP systems (QAD, SAP, or similar).
2. Strong knowledge of end-to-end AP processes and T&E workflows.
3. Understanding of tax compliance and 1099 reporting requirements.
4. Advanced Excel skills (pivot tables, lookups, KPI dashboards, reporting).
5. Experience with Concur and corporate card administration preferred.
6. Familiarity with automation tools and AI-driven process improvements is an advantage.
7. Familiarity with corporate credit card programs

Soft Skills

1. Excellent communication and people skills.
2. Strong analytical and problem-solving abilities.
3. Ability to mentor and guide team members.
4. Proactive mindset with strong ownership and accountability.
5. Detail-oriented with strong organizational skills.

Other Requirements

1. Ability to manage complex invoices and high-volume transactions.
2. Experience in process improvement and automation initiatives.
3. Ability to work on a night-shift schedule (10:00 PM 7:00 AM PH Time).