Job Description
VICTAULIC
Position Title: Accounts Payable Administrator
Assignment Type: Regular, Full-Time
Location: Headquarters – Easton, PA
Reports To: Sr. Manager Accounts Payable, Finance
Job Summary
Our company is seeking an experienced Accounts Payable Administrator to join our Accounts Payable team. This position is responsible for the accurate and timely processing and payment of vendor invoices for our U.S. and Canadian operations while ensuring compliance with procure-to-pay policies, vendor documentation requirements, and payment controls. The ideal candidate will bring strong attention to detail, analytical ability, and a collaborative approach to resolving vendor and internal inquiries, supporting the month-end close, and maintaining audit-ready records.
Key Responsibilitie s
• Review, code, and enter vendor invoices and credit memos accurately and on time, verifying required approvals and following established procedures and audit controls
• Perform two- and three-way matching of invoices to purchase orders and receiving records, and route price, quantity, freight, tax, and unit-of-measure variances for resolution
• Process invoices for both U.S. and Canadian entities, applying the correct entity, currency, and tax coding per established guidelines
• Monitor invoice queues, shared AP mailboxes, and aging to ensure timely processing, payment within vendor terms, and capture of available early-payment discounts
• Identify and escalate duplicate, unusual, or potentially fraudulent invoices and payment requests in accordance with policy
• Support scheduled payment runs (check, ACH, and wire), including validating payment batches against approved invoices, terms, and vendor banking records, and preparing and distributing checks per departmental controls and timeframes
• Research and resolve payment exceptions, including voids, stop payments, returned or rejected electronic payments, and reissues; monitor unapplied credits and vendor debit balances
• Respond to vendor and internal inquiries on invoice status, payment status, and remittance details in a timely and professional manner
• Research and resolve invoice discrepancies, pricing differences, missing receipts, and purchase order issues with Purchasing, Receiving, budget owners, and vendors
• Reconcile vendor statements to the AP subledger and resolve differences, missing invoices, and unapplied credits
• Prepare month-end accruals, including received-not-invoiced liabilities, and record and review AP-related general ledger entries by established close deadlines
• Follow procure-to-pay policies, approval authority limits, and internal controls, and escalate exceptions and control concerns
• Maintain organized, audit-ready records in accordance with record-retention requirements
• Perform other related duties as assigned
Qualifications
• High school diploma or equivalent required; Associate’s degree in Accounting, Finance, or Business preferred (or an equivalent combination of education and experience)
• 2–4 years of accounts payable experience required, including invoice processing and matching; manufacturing or multi-entity experience preferred
• Working knowledge of accounts payable processes, procure-to-pay controls, and basic general ledger accounting, including accruals and the month-end close
• Proficiency with ERP or accounting systems and invoice imaging and workflow tools, with the ability to learn new systems quickly
• Proficiency in Microsoft Office suite with strong Excel skills (sorting, filtering, lookups, and pivot tables)
• Strong data entry accuracy, attention to detail, and analytical and math skills
• Excellent verbal and written communication skills for working with vendors and internal partners
• Strong organizational and time management skills, with the ability to prioritize and meet deadlines in a fast-paced environment
• Ability to work effectively as part of a team, learn new tools and practices, and handle confidential financial and…