AP Specialist (2) | Efofex Inc - 21182

Position : Accounts Payable (AP) Specialist

Location :Remote: PH

Work Schedule : 10:00 AM – 6:00 PM US Central Time

  Salary :Market Related

Position Overview

We are a fast-growing manufacturing company seeking a detail-oriented, reliable, and proactive Accounts Payable Specialist to take primary ownership of our day-to-day Accounts Payable function.

This is a hands-on role responsible for managing the AP process from invoice receipt through payment and reconciliation. The ideal candidate is someone who takes ownership of open items, follows issues through to resolution, maintains accurate records, and consistently follows established financial controls and procedures.

Experience with NetSuite ERP is required, while experience with Tipalti or similar AP automation platforms is strongly preferred.

Key Responsibilities

Accounts Payable Operations

• Take day-to-day ownership of the Accounts Payable function and ensure AP tasks, inquiries, and outstanding items are followed through to completion.
• Review, code, and process vendor bills, credit memos, and other payable transactions accurately and on time.
• Perform 3-way matching of Purchase Orders, Item Receipts, and Vendor Bills in NetSuite and investigate discrepancies before processing.
• Coordinate with Procurement, Receiving, Accounting, and other internal teams to resolve quantity, pricing, receiving, and PO discrepancies.
• Review the AP inbox daily and ensure invoices, vendor inquiries, payment requests, and other AP-related matters are addressed promptly.
• Maintain and regularly review AP aging and proactively follow up on overdue, disputed, unmatched, or otherwise outstanding items.
• Reconcile vendor statements against NetSuite records and investigate missing invoices, credits, duplicate charges, unapplied credits, and other discrepancies.
• Assist with payment scheduling and preparation of payment runs based on due dates, payment terms, cash-flow priorities, and management approval.
• Monitor processed payments and promptly investigate rejected, returned, failed, duplicated, or otherwise unusual transactions.
• Ensure ACH, wire, check, auto-debit, and other payment activity is properly recorded and supported in NetSuite.
• Maintain complete and organized supporting documentation for invoices, payments, credits, and vendor accounts.
• Communicate professionally with vendors regarding invoice status, payment timing, discrepancies, credits, and other account matters.
• Maintain accurate vendor records and ensure strict compliance with vendor onboarding, banking/payment information changes, and payment verification procedures, including independently verifying sensitive changes and promptly escalating suspicious or unusual payment activity. Required approval and verification controls must never be bypassed.

Reconciliations & Month-End Support

• Reconcile the AP subledger to the General Ledger and investigate discrepancies.
• Assist with month-end AP cutoff and ensure invoices and liabilities are recorded in the appropriate accounting period.
• Identify received-but-not-billed, billed-but-not-received, prepayment, credit, and other AP-related exceptions requiring Accounting review.
• Support AP accruals and other month-end and year-end closing activities.
• Assist with AP schedules, supporting documentation, and audit requests as needed.

NetSuite & Tipalti

• Manage day-to-day AP activities within NetSuite and Tipalti, including invoice processing, approvals, payment preparation, and payment status monitoring.
• Review transactions between Tipalti and NetSuite and identify missing, duplicated, or incorrectly synchronized records.
• Promptly report system or integration issues to the Finance Systems/NetSuite team and assist with testing and validation of corrections.
• Ensure AP transactions are accurately reflected across both systems.

Process Improvement & Additional Accounting Support

• Maintain and follow current AP SOPs, checklists, and internal control procedures.
• Identify recurring AP issues and recommend practical improvements to reduce errors and manual follow-up.
• Keep AP procedures and documentation organized and up to date.
• Support PO cleanup, AP reconciliations, vendor account cleanup, accrued purchases review, and other Accounting projects as assigned.
• Provide additional accounting and finance support when AP workload allows.

Ownership & Accountability

The AP Specialist is expected to independently manage the day-to-day AP workload rather than wait for individual tasks to be assigned.

The person in this role should proactively monitor deadlines, inboxes, aging, payment status, discrepancies, and outstanding items and take appropriate action to move them toward resolution.

Issues that cannot be independently resolved should be escalated promptly rather than left pending.

Accuracy, follow-through, communication, and compliance with established financial controls are critical expectations of this position.

Reliability & Commitment

• Maintain consistent availability and responsiveness during designated working hours of 10:00 AM – 6:00 PM US Central Time .
• Maintain a reliable primary and backup internet connection.
• Dedicate full professional attention to the role during designated working hours. Outside employment that overlaps with these working hours is not permitted.
• Communicate proactively regarding delays, unresolved issues, workload constraints, or anything that may affect AP deadlines.

Education & Experience

• Bachelor’s degree in Finance, Accounting, Financial Management, or a closely related field is required.
• 3+ years of Accounts Payable, Accounting, or similar finance experience.
• Hands-on experience with NetSuite ERP is required .
• Experience with Tipalti, Bill.com, Coupa, or another AP automation platform is preferred.
• Experience working in a manufacturing, inventory-based, or PO-driven environment is strongly preferred.
• Experience working remotely with a US-based company is a plus.

Technical Skills

• Strong understanding of the complete Accounts Payable cycle.
• Strong understanding of PO-based purchasing, 2-way and 3-way matching.
• Working knowledge of accrual accounting and basic GAAP principles.
• Strong Excel skills, including lookups, pivot tables, reconciliations, and data analysis.
• Ability to investigate transaction discrepancies across multiple systems and supporting documents.

Professional Skills

• Strong sense of ownership and accountability.
• High attention to detail and accuracy.
• Proactive and able to work without constant follow-up or task assignment.
• Strong organizational and time-management skills.
• Good judgment when handling payments, vendor banking information, and other sensitive financial information.
• Strong problem-solving skills and willingness to investigate discrepancies through resolution.
• Clear and professional written and verbal communication.
• Ability to manage multiple priorities and recurring deadlines in a fast-paced environment.