Associate-accounts Payable

Job Summary

Intermediate level position; process the organization's accounts receivables and/or payables in a timely manner. Prepare payments for expense vouchers and invoices. Coordinate customer billing and collections activities. Handle vendor inquiries and negotiate past-due accounts. Generate routine balance reports. Maintain files and accounting documentation. Performs complex tasks and completes assignments with little or no assistance.

Key Responsibilities:

- Get Trained and Certified on a Process or multiple processes in a specified timeframe
- Process requests as per requirement - meet and exceed KPIs defined/set parameters
- Deliver tasks as per Service Level requirements specified by the Business Unit/Center/Stakeholder
- Upskill process knowledge from time to time
- Able to work in a team - understand role in team - help accomplish team goals and objectives - meet and exceed stakeholder objectives/goals
- Uphold VWR Culture, Values at all times
- Willingness to work in any shift
- Compliance to VWR’s Policies, Procedures, rules and regulations
- Flexibility for any lateral movement amongst the various Business Functions

Key Tasks:

- Prepares work to be accomplished by gathering and sorting documents and related information
- Pays invoices by verifying transaction information; scheduling and preparing disbursements; obtaining authorization of payment
- Posting customer payments by recording cash, checks, and credit card transactions
- Posting revenues by verifying and entering transactions from lock box and local deposits
- Verifying validity of account discrepancies by obtaining and investigating information from sales, trade promotions, customer service departments, and customers
- Resolving valid or authorized deductions by entering adjusting entries
- Resolving invalid or unauthorized deductions by following pending deductions procedures
- Resolving collections by examining customer payment plans, payment history, credit line; coordinating contact with collections department
- Summarizing receivables by maintaining invoice accounts; coordinating monthly transfer to accounts receivable account; verifying totals; preparing report
- Protecting organization's value by keeping information confidential
- Accomplishing accounting and organization mission by completing related results as needed
- Reconciling processed work by verifying entries and comparing system reports to balances
- Paying vendors by monitoring discount opportunities; verifying Federal ID numbers; scheduling and preparing checks; resolving purchase order, contract, invoice, or payment discrepancies and documentation; ensuring credit is received for outstanding memos; issuing stop-payments or purchase order amendments
- Paying employees by receiving and verifying expense reports and requests for advances; preparing checks
- Charging expenses to accounts and cost centers by analyzing invoice/expense reports; recording entries
- Maintaining accounting ledgers by verifying and posting account transactions
- Verifying vendor accounts by reconciling monthly statements and related transactions
- Obtains revenue by verifying transaction information; computing charges and refunds; preparing and mailing invoices; identifying delinquent accounts and insufficient payments
- Collects revenue by reminding delinquent accounts; notifying customers of insufficient payments
- Analyze and interpret historical financial, operational, and transactional data
- Calculate economic damages in commercial disputes matters based on forensic review of accounting and financial records, business valuations, business plans and projections,
- industry information, and/or transaction data
- Review and monitor all VWR NA customers who have filed bankruptcy or have been placed for 3rd party collections
- Responsible for locating and maintaining the “Risk Watch List” report which includes customers that are unable to pay VWR and additional bad debt reserve is taken
- Adherence to Corporate governance involving external risk/financial/statistical reporting to stakeholders
- Perform financial reviews for customers with consignment Inventory as well as customer facing inventory making sure contract language is in place to protect VWR in the event
- of a termination of contract
- Prepares financial reports by collecting, analyzing, and summarizing account information and trends
- Sort and disseminate proformas and financial reports
- Process auto/electronic billing
- Work closely with Accounts Receivable staff to provide up-to-date and accurate billing and payment information
- Monitor status of billing, i.e., what has been turned in for drafting and finalizing and be responsible for ensuring that assigned billing stakeholders turn billing in on a timely basis.
- Maintain and update special instructions related to billing stakeholder's needs in generating their bills
- Work on EDI rejection and retransmission of invoices and tracking of the same
- Maintain of