Position Summary

The AP & Office Support Clerk role is responsible for providing AP and financial administrative support to ensure the timely and accurate processing of invoices, expense reports, and corporate credit card transactions. This position serves as a key point of contact for vendors and employees regarding payment and expense-related inquiries and works closely with management, purchasing, and accounting teams to maintain accurate financial records.

Main Duties and Responsibilities

Accounts Payable Administration

Monitor the Accounts Payable inbox and review incoming invoices.
Match vendor invoices to approved POs and supporting documentation.
Process and enter vendor invoices into NetSuite accurately and timely.
Route invoices to the appropriate managers for review and approval.
Track invoice approvals and payment status to ensure timely processing.
Communicate with vendors regarding invoices, payment status, account balances, and other AP inquiries.
Collaborate with the Purchasing Manager to resolve PO, invoice, and vendor-related discrepancies.

Financial Administration

Prepare and submit corporate credit card and Ghost card expense reports.
Assist employees and management with expense management and corporate card-related questions.
Review monthly GL reports to reconcile and track expenses for the accounting period.
Prepare and distribute monthly reconciliation reports and spreadsheets for management review.
Support financial recordkeeping and documentation efforts as assigned.

SAP Concur Administration

Review employee expense reports submitted through SAP Concur for accuracy and policy compliance.
Approve expense reports within established guidelines and escalate exceptions as needed.
Follow up with employees regarding late or outstanding expense report submissions.
Reconcile corporate credit card and Ghost card transactions within SAP Concur.
Provide support and guidance to employees regarding expense submissions, reimbursement processes, and system-related questions.

Administrative Support

Coordinate travel arrangements for visitors and guests as needed.
Maintain office supply and snack inventory and place orders as needed.
Coordinate of company events, and other office activities as needed.
Serve as the primary liaison with building management regarding facility maintenance and office-related issues.
Provide occasional support to IT with equipment and other business-related shipments.

Skills, Qualifications, and Competencies

Bachelor's degree in Accounting, Finance, Business Administration, or related field a plus.
Minimum 1 years of AP, accounting support, or administrative finance experience preferred.
Experience using ERP systems such as NetSuite preferred.
Experience with SAP Concur or similar expense management software preferred.
Proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications.
Strong attention to detail, organization, and accuracy.
Excellent written and verbal communication skills.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Strong customer service and problem-solving skills.

Assets

Experience working with working with multiple departments to support accounting needs.
Experience working in international business

Work Environment

Works in a fast-paced office environment with multiple priorities and competing demands.
Regular office hours with some requirements for additional work during busy times.
May work for long periods reviewing data on computer.

Disclaimer

This job description is not designed to be a complete list of all activities required to be successful in the above position. DMP NA retains the right to change or assign other activities to this position.

Accounts Payable & Office Support Clerk (30 hours a week)

Skills mentioned

About the role