Accounts Payable Associate

48HourPrint.com is the leading online, business-to-business printer in the nation offering a variety of printed materials and direct mailing services, to companies large and small.  Located in the vibrant Fort Point Channel section of downtown Boston, we seek individuals that fit into our team-oriented atmosphere.

 

Position Title:  Accounts Payable Associate

Department: Finance

Reports To:  VP, Finance and Administration

FLSA Status:  Non-Exempt

 

 

Tasks and responsibilities:  Set up, review and maintain updated information for our vendors’ profile in NetSuite.Create POs in NetSuite for approved purchases ensuring that guidelines are followed on all our purchases (goods and services).Receive POs created in the system and review the supporting documents submitted to ensure compliance with the company’s guidelines.  Audit all invoices received from Cleveland, Phoenix and Boston Headquarters that will be enter in the system for payment for the following criteria.Invoices are approved by plant managerInvoices are supported by signed receiving documents such as bill of lading/packing listQty’s received noted on signed receiving documents agree to qty’s billed.Invoices are billed to Advanced Media Publications, Inc. or 48HourPrint.comSubmit invoices to department managers for final approval and follow up on any changes or discrepancies.  Enter invoices in the system ensuring that all expenses are coded to the proper department, location and GL accounts. Like purchases need to be recorded consistently for financial reporting to be accurate.Responsible for the timely processing of vendor invoices in accordance with company policies and vendor terms so that vendor receives payment when due. Reconcile vendor statements to our vendor records monthly, investigating and resolving any differences noted.Resolve invoice discrepancies and vendor/employee inquiries concerning payments. Serve as a liaison between vendors and various department managers ensuring that all purchases follow the company’s guide lines.Responsible for preparing weekly check runs. Maintenance of paid bill files. Record  purchases made by debit card. Record in NetSuite transactions for online payments to Amex Platinum.Record PayPal purchase transactions.Record automatic scheduled lease payments in accordance with amortized lease schedules. Responsible for coordinating month end process with CLE and PHO plants.Determine that all invoices for the month are received by finance from the plantCall vendor for invoices noted on vendor statement that have not been recordedCall vendor for invoices for all unbilled purchase orders

Key Performance AreasCarefully check all bills submitted prior to recording and communicate any discrepancies with employees/vendors to ensure purchasing policies are followed.Develop reports that help you prepare for month end process.Review and monitor monthly invoices to ensure proper billing.Develop controls to keep track of invoices submitted for approval.Gain knowledge on General Ledger Accounts to ensure accurate coding of expenses.Develop a system to ensure consistent GL coding of expenses.



Required Skills and Knowledge: Knowledge and understanding of Microsoft Excel Knowledge and understanding of NetSuite a PLUS 

Education: BA or BS degree preferred

Required Experience:At least 2-years of professional experience2+ years of experience in accounts payable and receivableA keen mind, a proven and solid ability of managing issues, risks and expectations