Accounts Payable Administrator

ODFJELL JOB DESCRIPTION

COMPANY:  OTH

JOB LOCATION:  SCB (ADMIN OFFICES)    

JOB TITLE: ACCOUNTS PAYABLE ADMINISTRATOR

DEPARTMENT: GENERAL & ADMINISTRATION 

REPORTS TO: FINANCIAL CONTROLLER 

EXEMPT/NON-EXEMPT:  SALARIED NON-EXEMPT

MANAGERIAL (Y/N):         # Direct reports:__________________# Total:_____________

BUDGET AUTHORITY:  Total Budget Amt:____n/a___Authorization Amt:_____n/a_______

OVERALL RESPONSIBILITIES

In accordance with established accounting practices, laws and regulations and approved company policies and under the supervision of the Accounts Payable Supervisor and the Financial Controller this position primary duties are monitoring and electronic creation for vendors invoices received into Coupa inbox. Sorts, matches and distributes vendor invoices for approval and further processing for invoices received via regular mail. Downloads invoices from vendor’s websites (for those vendors no emailing their invoices) in a monthly basis.  Work with Departments Admins to ensure receipts are timely posted. Record employee’s expense reports, cash advances and travel expenses. Codes NON-PO vendor invoices with proper general ledger accounts. Verifies that correct sales taxes coding is added on invoices created. Researches and proposes resolution for problems related to invoices processing, interacts with vendors and other departments in a professional manner. Assist with printing, collecting signatures and mailing paper checks to vendors as needed. Assist mailing tax forms and communications to vendors. Files all vendor payments with proper support (electronic and paper, as needed); and assist with assigned projects.

ESSENTIAL FUNCTIONS 

• Daily monitoring of the Coupa Inbox - creates manual invoices for both Terminal Houston and Charleston into Coupa.
• Sort incoming mails and invoices mailed to the office for further processing. (scanning/processing/filling).
• Responsible to match all the invoices with PO for the Terminal at Charleston (Coupa System) . Check if tax codes are applicable, correct tax codes when necessary. Assist with Matching invoices with PO for the Terminal at Houston, as needed.
• Enter approved invoices and expense reports in SAP utilizing correct general ledger account coding and proper descriptions. Ensure compliance with policies and procedures.
• Follow up with vendors and employees with professionalism and courtesy: verify discrepancies, inform status of payments, keeps track/research of past due invoices, track statements received and resolve overall vendor’s issues.
• Assist with processing electronic WTs for international vendors. Print, collects signatures, and mail Checks. 
• Assist the AP Supervisor coordinating the annual process of packing and sending invoices to permanent file (Iron Mountain- outside filing location).
• Assist with variance explanations actuals vs. budget cost and expenses analysis during the month end close as needed.
• Update controllable expenses spreadsheet throughout the month for OTC (Electricity, propane and nitrogen invoices). 
• Assist Financial Controller on preparing schedules/ providing physical supports of sample transactions for Internal and External Auditors (e.g. sales tax audit, financial statement audit etc.) 
• Ad hoc projects assigned by Financial Controller and/or AP Supervisor, including implementations of new software.
• Follow company policies and comply with company regulations. Cooperate and support colleagues.
• Essential worker during emergencies. No eligible for full time remote working.

OTHER FUNCTIONS 

• In case of absence, the Accounts Payable supervisor will assume and/or assign responsibility for this position’s duties. 
• Perform other job-related duties as assigned. 

MINIMUM QUALIFICATIONS

• College or Associate degree in Finance, Accounting or related field.
• High school diploma or equivalent, acceptable based on experience. (Formal training in the principles of accounting, or instruction and working experience in accounting a plus).
• 3 - 5 years minimum related experience required.
• Proficient with personal computer and Microsoft products including spreadsheets and word processing.
• Experience with SAP is required.
• Experience with Coupa, or similar Procurement to Pay (P2P) solution software is preferred.
• Strong verbal and written communication skills.
• Ability to meet deadlines and manage changing priorities.

PHYSICAL/MENTAL REQUIREMENTS

Occasionally: standing, walking, lifting or carrying 10 pounds or less, producing unique or creative solutions to problems, making decisions, adjusting to changes.

Frequently: sitting, repetitive use of hands/arms, eye/hand coordination, talking, hearing, seeing, using keyboard/typing, thinking analytically, understanding, assimilating and drawing conclusions from information and data, receiving and transmitting information using oral and written communications, concentrating on tasks, remembering details, examining/observing details, maintaining attention span during work day, using math/calculations, using English language correctly.  

WORKING CONDITIONS

• Air-conditioned office environment. Sits at desk during long hours.
• Frequently: performing multiple tasks at the same time, maintaining high level of energy and productivity through the work day.  

TOOLS AND EQUIPMENT UTILIZED

• Standard desk equipment 
• Microsoft Windows, Word, Excel, Power Point, E-mail
• Telephone 
• 10-key
• SAP
• Coupa