Accounts Payable Rep

Job Summary

Job Description

Job Summary:

Under direct supervision, the Accounts Payable Representative will manage a portfolio of vendor accounts focusing on dispute resolution (invoice processing is completed by a different team). Responsibilities include preparing and presenting vendor account reconciliations, resolving aged invoices, vendor disputes/shortages and maintain positive vendor and internal relationships. They ensure vendor statements are reconciled quarterly or as per contract, logged, imaged, and communicated, and update the statement spreadsheet for accruals booked by Medline’s accounting department. They also initiate and propose dispute settlement discussions between vendors and the business.

The representative analyzes and researches high-volume vendor discrepancies, such as quantity shortages, pricing, fees, adjustments, and returns. They review supporting documentation for vendor shortage chargebacks in our deduction workflow system or Zendesk (customer service platform), detect trends in discrepancies, and ensure exception invoices have proper approval. They address and resolve all customer service tickets within service levels.

Major Responsibilities:

• Ensure vendor statements are reconciled quarterly or by established contractual frequency. Statement reconciliations must be logged, imaged and communicated. The statement spreadsheet must be updated in real time as these numbers are taken into account for accruals booked by Medline’s accounting department to account for possible future exposure caused by Divisional/Operational write-offs. Initiate and propose settlement discussions between the vendor and business.

• Analyze and research high volume vendor discrepancies (quantity shortage debits, pricing adjustment debits, return debits, etc.), obtain and review supporting documentation for submission of vendor chargebacks in the Appian workflow or Zendesk communication. Detect trends in discrepancies through analyzation.

• Ensure exception invoices have proper approval from the Delegation of Authority or Exemption Approval matrix.

• Manage customer service inquiries from internal/external stakeholders and maintain resolution within our defined service levels.

• Prepare monthly portfolio scrubs to illustrate the health of assigned portfolio and present to Team Lead. Review and address to resolve all outstanding issues listed on aging, GR/IR, parked reports, etc. Quarterly goals are measured with monthly portfolio scrubs and are communicated to Supervisor/Manager

• Maintain positive relationships with vendors and internal business stakeholders. Ensuring communication with vendors and internal business stakeholders are within standard SLAs.

• Communicate to AP management and/or Division any issue of concern due to payment terms, operation receiving practices, vendor and/or Division performance, etc. Raise awareness regarding issue that may affect late payments, lost discounts and credit holds and provide accurate/conclusive information for customer to reach resolution.

• Participate and/or lead calls with vendors and internal stakeholders to review accounts and address shortages, deductions, pricing discrepancies, etc.

• Actively work, address, and monitor aged open payables balances in collaboration with vendors, Project Managers, and/or Vendor Relations Managers to recover funds from vendors or propose write-offs. Resolve purchase order goods receipt/invoice receipt imbalances monthly based on company policy.

• Adhoc tasks and projects that arise.

Minimum Job Requirements:

Education

High school diploma or equivalent.

Work Experience

Previous vendor and/or account reconciliation experience (Unvouched Receipts, Goods Receipt vs. Invoice Received reconciliation, open payables discounts aging analysis, vendor open balances, accruals, etc.).

Knowledge / Skills / Abilities

• Ability to work in a fast paced, high volume environment.

• Excellent analytical and problem-solving skills, with the ability to handle large amounts of data accurately and meet deadlines.

• Proactive approach to work, with the ability to work independently and as part of a team

• High level of integrity and dependability with a strong sense of urgency and results-orientation

• Assist with financial audits by providing necessary information and answering auditors' questions

• Participate in the implementation of new systems and processes to improve the efficiency and effectiveness of the accounts payable function

• Plans and completes work effectively and efficiently and meets assigned deadlines

• Ability to provide pr