Accounts Payable Specialist

Job Description Summary:

Fenwick is seeking an Accounts Payable Specialist who will be responsible for reviewing and processing vendor invoices, expense reports and corporate credit card statements; rush payment requests; weekly payment runs; reconciling vendor accounts and responding to inquiries from vendors and internal staff. The AP Specialist will collaborate with the extended Finance team, other departments/staff and vendors on various AP related items to resolve issues and meet deadlines.

This position can be based in any of our U.S. office locations and offers a hybrid work arrangement, allowing you to work both from home and at your designated Fenwick office. The frequency of in-office work will be determined by business needs and guided by your department's directives. The work schedule for this position (non-exempt) will be 40 hours per week, Monday - Friday, from 9 am - 6 pm.

Job Description:

• Review and process vendor invoices; follow up with creators and requestors on issues.
• Review and process expense reimbursements ensuring they comply with Expense Reimbursement policy.
• Process daily urgent rush payment requests.
• Respond to vendor invoice and payment status inquiries, follow-up with responsible internal staff regarding past due invoices.
• Generate payment schedules and send for proper approvals; reconcile returned files to balance against schedule.
• Process and replenish deposit accounts: USPTO, Copyright, Secretary of State, etc.
• Coordinate monthly recurring payments – i.e., rent, lease and capital buy-out.
• Obtain proper approvals for payments and transmit payment files or print checks, as applicable.
• Create new and maintain existing Accounts Payable vendor profiles ensuring they are set up properly (i.e., complete address and contact information, tax form designation, payment term/type).
• Send New Vendor Welcome Packet that includes invoicing and payment guidelines.
• Collect and track W-9s for all new vendors; support in annual 1099 reporting.
• Function as a liaison with 3rd Party Payment Processor (Corcentric) including initial supplier set up and any profile updates.
• Review and approve new vendor electronic payment set up on 3rd Party Vendor site (Corcentric); update Accounts Payable vendor profile with new payment method/term and update any outstanding invoices with new payment term.
• Review and accept supplier updates on 3rd Party Vendor site (Corcentric); update Accounts Payable vendor profile as appropriate (i.e., new payment method/term).
• Process 3rd Party Vendor electronic payment weekly auto-load list and submit monthly check vendor list (Corcentric).
• Perform expense reimbursement uploads from Chrome River to Aderant as well as soft cost uploads into Aderant. Determine corrections for rejects and re-load, as necessary.
• Monitor and resolve issues with foreign vendor invoices paid via Corpay.
• Prepare reclassification journal entries as needed.
• Review and reconcile Firm credit cards.
• Follow up on stale dated checks.
• Act as a resource regarding coding, policies, and software utilized for processing invoices and expense.
• Operate as back up for other Accounts Payable team members.
• Perform other duties as assigned based on the business needs.

Desired Skills and Qualifications

• Work independently and in a team environment to collaborate with employees at all levels.
• Maintain a professional and positive demeanor for our internal and external stakeholders.
• Effective verbal and written communication with employees and vendors when managing internal escalations/resolutions.
• Manage confidential and sensitive information with the appropriate discretion.
• Use good judgement in complex and time sensitive situations and act accordingly to follow through.
• The ability to function in a fast paced and dynamic environment.
• The ability to prioritize and multitask in an ever-changing high pressure environment.
• Attention to detail with the ability to deliver accurate and thorough work product.
• Maintain calm under pressure.
• Use good judgment to assess various courses of action and their potential impact, be prepared with actions plans/solutions.
• Communicate action plans and set them into place to resolve issues while following up and following through to make sure resolved.
• Demonstrate flexibility, professionalism, diplomacy, and tact to accommodate changing