Accounts Payable Associate

The Accounts Payable Associate supports the Finance Department by processing vendor invoices, employee and contractor expense reports, and other accounts payable transactions. This position ensures accurate invoice coding, timely processing, proper documentation, and reconciliation of vendor accounts while supporting event operations, financial reporting, audits, and County reimbursement requirements in a fast-paced convention center environment.

Responsibilities

Serve as a primary point of contact for vendors and internal departments regarding invoice status, payment inquiries, account discrepancies, and other accounts payable matters; Obtain and review vendor statements, research outstanding balances, and process unpaid invoices in a timely manner; Review invoices for accuracy, appropriate approvals, supporting documentation, and compliance with established company procedures; Code invoices to the appropriate general ledger accounts, departments, cost centers, and event allocations, as applicable; Ensure invoices and required supporting documentation are properly attached to payments and maintained for audit purposes; Process invoices and expenses associated with events, facility operations, and other venue-related activities; Compile, organize, and maintain supporting documentation for County reimbursement requests in accordance with applicable requirements; Coordinate vendor setup and maintenance, including collecting and verifying required W-9 forms, ACH payment information, and other vendor documentation; Reconcile vendor accounts and investigate and resolve discrepancies, duplicate invoices, missing payments, and outstanding balances; Prepare and distribute weekly vendor reconciliation and accounts payable reports to designated stakeholders; Assist with the preparation and maintenance of vendor information and documentation for annual 1099 reporting; Support month-end and year-end closing activities, financial audits, and requests for supporting documentation; Maintain organized and accurate accounts payable records in accordance with company policies and record-retention requirements; Communicate with internal departments to obtain missing information, resolve invoice discrepancies, and ensure timely processing of transactions; Perform other duties as assigned

Requirements

Associate degree in Accounting, Finance, Business Administration, or a related field preferred; equivalent education and relevant work experience may be considered; Two (2) to three (3) years of accounts payable, accounting support, or related administrative experience preferred; Knowledge of basic accounting principles, accounts payable procedures, general ledger coding, and account reconciliation; Experience processing invoices, maintaining vendor records, and supporting financial reporting activities; Convention center, hospitality, event venue, or other multi-department operating environment experience preferred; Excellent written and verbal communication skills; Ability to identify, analyze, and resolve problems and discrepancies in systems; Follow oral and written instructions and communicate effectively with others; Remain flexible and adjust to situations as they occur; Work independently, exercising judgment and initiative; Organize and prioritize work to meet deadlines; Work effectively under pressure and produce accurate results; Detail oriented and a self-starter; Proficiency with Microsoft Office Suite, including Word, Outlook, and PowerPoint; Experience with ERP/accounting systems such as Oracle, SAP, Workday, Dynamics, or similar platforms

Nice to have

Associate degree in Accounting, Finance, Business Administration, or a related field; Two (2) to three (3) years of accounts payable, accounting support, or related administrative experience; Convention center, hospitality, event venue, or other multi-department operating environment experience