Accounts Payable Associate

Associate Accounts Payable

Job Overview

We are looking for a detail-oriented Associate – Accounts Payable to support vendor payment operations with a focus on shipment-level reconciliation. The role involves invoice verification, matching vendor invoices with shipment and logistics documents, resolving discrepancies, and ensuring accurate and timely payments.

Key Responsibilities

1. Shipment-Level Reconciliation

• Perform 3-way/4-way matching of Purchase Orders, POD/Receiving Records, Freight Bills, and Vendor Invoices.
• Verify shipment-wise billing details, quantities, rates, and applicable charges.
• Identify discrepancies such as short shipments, damaged goods, price variances, overcharges, and duplicate billing.
• Coordinate with internal teams and vendors to resolve discrepancies.
• Track debit notes and credit memos for rejected, missing, or damaged items.

2. Vendor Reconciliation

• Reconcile vendor statements and open items at invoice and shipment level.
• Track outstanding invoices, deductions, and unallocated credits.
• Coordinate with vendors regarding invoice status, payment queries, and discrepancies.

3. Invoice Processing & Payments

• Verify and process vendor invoices in the ERP/accounting system.
• Ensure correct GL codes and cost-center allocation.
• Support weekly/bi-weekly payment processing as per agreed credit terms.
• Verify additional logistics charges such as freight, detention, demurrage, fuel surcharge, and customs-related charges.

4. MIS & Compliance

• Maintain accurate records and shipment-wise supporting documents for audit purposes.
• Prepare AP aging reports and track pending invoices/discrepancies.
• Ensure timely closure of open items and maintain proper documentation

Qualifications & Requirements

• Education: Bachelor's degree in Accounting, Finance, Commerce, Business Administration, or equivalent.
• Experience: 2–4 years of experience in Accounts Payable, Finance Operations, Vendor Reconciliation, or Invoice Processing.
• Experience in Logistics, Supply Chain, Manufacturing, Retail, or E-commerce will be preferred.
• Good knowledge of MS Excel, including VLOOKUP/XLOOKUP, Pivot Tables, SUMIFS, and basic data reconciliation.
• Working knowledge of ERP/accounting systems such as SAP, Oracle, NetSuite, Dynamics 365, or similar platforms.
• Basic understanding of POD, Freight Bills, Purchase Orders, Invoices, and logistics documentation.
• Strong attention to detail, analytical skills, and vendor coordination abilities.
• Good communication and problem-solving skills.