Senior Associate Accounts Payable

Location & Employment Details

Employment Type- Full-Time

Location- Noida, India

Working Hours- US(EST) Shifts

Experience- 4-5+ Years

Position Overview

We are looking for an Accounts Payable Associate to support the US Accounts Payable process for a product-based organization. The role will be responsible for accurate and timely processing of vendor invoices, payment processing, vendor master data management, account reconciliations, vendor queries, and AP reporting while ensuring compliance with established policies, controls, and service-level agreements.

The ideal candidate should have a good understanding of US Accounts Payable, Procure-to-Pay (P2P), invoice processing, PO and non-PO invoices, three-way matching, vendor management, and payment processes.

Experience

• M. Com / B. Com: 4-5+ years of relevant experience in US Accounts Payable, Procure-to-Pay, or Finance & Accounting operations.
• Experience supporting a US-based client or US AP process is preferred.
• Experience in a product-based, retail, manufacturing, distribution, consumer goods, or similar industry is an advantage.
• Experience working in an offshore/shared services/BPO environment is preferred.

Key Responsibilities

Invoice Processing

• Process and validate PO and non-PO invoices in accordance with established procedures.
• Perform invoice verification against purchase orders, goods receipts, contracts, and supporting documentation.
• Conduct 2-way and 3-way matching and resolve invoice exceptions.
• Validate invoice details including vendor information, invoice number, invoice date, amount, tax, payment terms, and coding.
• Identify and prevent duplicate invoices and incorrect or fraudulent transactions.
• Process invoices accurately within defined SLAs and cut-off timelines.
• Handle invoice exceptions such as price/quantity mismatches, missing POs, missing receipts, incorrect coding, and tax discrepancies.
• Route invoices for appropriate approvals based on the organization's approval matrix.

Payment Processing

• Support payment proposal and payment processing activities in accordance with established payment calendars.
• Review invoices due for payment and identify blocked, disputed, or otherwise restricted invoices.
• Assist with payment exception resolution and payment-related investigations.
• Support ACH, wire, check, and other applicable US payment methods.
• Ensure payment requests are supported by appropriate approvals and documentation.

Vendor Master Data Management

• Support vendor creation, modification, and maintenance in accordance with established policies and approval procedures.
• Validate key vendor information, including vendor name, address, tax details, payment terms, and banking information.
• Perform basic duplicate vendor checks and ensure appropriate documentation and approvals are available.
• Coordinate with relevant teams to resolve vendor master data discrepancies and payment-related issues.
• Support validation of US tax-related vendor information, including applicable W-9 documentation and tax classification details.

Vendor & Query Management

• Respond to vendor inquiries regarding invoice status, payments, deductions, and account balances.
• Investigate and resolve vendor statement discrepancies.
• Perform vendor account reconciliations and identify outstanding or disputed items.
• Coordinate with Procurement, Receiving, Business, and other internal teams to resolve AP issues.
• Maintain appropriate documentation and audit trails for invoice and payment transactions.

Reconciliation & Reporting

• Perform vendor statement and AP account reconciliations.
• Investigate aged, open, blocked, and unmatched invoices.
• Support AP aging analysis and follow up on long-outstanding items.
• Prepare and maintain daily, weekly, and monthly AP reports.
• Monitor invoice volumes, processing status, exceptions, and pending approvals.
• Support month-end and year-end close activities, including AP aging review, accruals, open invoice analysis, and reconciliation of AP-related accounts.

Technical Skills

• ERP/AP Systems: Experience with ERP and AP platforms such as Microsoft Dynamics 365, SAP, Oracle, Ariba, Concur, or similar systems
• Strong Microsoft Excel skills (Pivot Tables, XLOOKUP/VLOOKUP, SUMIFS, Index-Match etc.).
• Knowledge of AP workflow / invoice automation platforms.

Soft Skills / Core Competencies

• Strong verbal and written communication skills with the ability to interact effectively with customers and internal stakeholders.
• Strong attention to detail and commitment to accuracy when handling financial transactions and customer accounts.
• Proactive and solution-oriented approach to identifying and resolving billing, collection, and cash application issues.
• Strong analytical and problem-solving skills, with the ability to investigate discrepancies and identify root causes.
• Ability to prioritize and manage multiple tasks while meeting defined SLAs, deadlines, and business requirements.
• Strong ownership and accountability, with the ability to work independently as well as collaboratively within a team.