Accounts Payable Analyst

Position Summary: 

The Accounts Payable Analyst is responsible for the accurate and timely processing of vendor invoices, employee expense reports, corporate card transactions, and payments. This role supports project-level financial reporting by ensuring expenses are properly documented, approved, coded, and recorded in NetSuite.

The ideal candidate is detail-oriented, organized, comfortable working in a fast-paced project-based environment, and able to communicate effectively with vendors, project managers, and internal stakeholders.

Essential Functions: 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job description is not intended to contain a comprehensive listing of the activities, duties, or responsibilities required of the position; additional activities, duties, or responsibilities may be assigned. 

Key Responsibilities

Invoice Processing and Accounting

• Review and process vendor invoices in NetSuite, ensuring accuracy, appropriate approvals, and complete supporting documentation. Mail distribution and tracking
• Verify general ledger accounts, project numbers, departments, items, classes, locations, and other required coding.
• Match invoices to purchase orders, contracts, estimates, or other supporting documentation when applicable.
• Identify duplicate invoices, billing discrepancies, missing approvals, and coding errors before transactions are posted.
• Ensure expenses are recorded in the appropriate accounting period and assigned to the correct client project.
• Prepare domestic and international vendor payments through ACH, check, wire transfer, virtual card, or other approved payment methods.
• Review payment batches for accuracy and obtain required approvals before release.
• Confirm vendor banking information and payment instructions in accordance with established fraud-prevention procedures.
• Respond to vendor inquiries regarding invoice status, payment timing, and account balances.

Vendor Payments

• Prepare domestic and international vendor payments through ACH, check, wire transfer, or other approved payment methods.
• Review payment batches for accuracy and obtain required approvals before release.
• Confirm vendor banking information and payment instructions in accordance with established fraud-prevention procedures.
• Respond to vendor inquiries regarding invoice status, payment timing, and account balances.
• Research and resolve returned payments, unapplied credits, payment discrepancies, and outstanding checks.
• Assist with maintaining accurate vendor payment terms and preferences.

Vendor Management

• Support vendor onboarding by collecting required tax forms, banking information, contact details, and other documentation.
• Review vendor records for completeness and accuracy before activation.
• Help maintain vendor records, including payment terms, addresses, tax information, and inactive status.
• Assist with annual Form 1099 preparation and vendor tax-information reviews.
• Follow established procedures for verifying vendor banking changes and protecting the organization from payment fraud.
• Research and resolve returned payments, unapplied credits, payment discrepancies, and outstanding checks.
• Assist with maintaining accurate vendor payment terms and preferences.

Reconciliations and Reporting

• Reconcile accounts payable subledger activity to the general ledger.
• Reconcile vendor statements and investigate outstanding or missing invoices.
• Review accounts payable aging reports and resolve old or unusual balances.
• Prepare reports on outstanding invoices, upcoming payments, unapplied vendor credits, payment exceptions, and project-related costs.
• Support project managers and Finance with research into vendor costs by client, project, event, and expense category.
• Assist with audit requests and provide supporting documentation as needed.

Required Travel: 0%

Environment and Physical Demands:

 This position operates in a professional office environment, using standard office equipment. 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. The employee is frequently required to sit; stand; walk; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to climb or balance; and stoop, kneel, crouch or crawl. 

Competencies:

• Strong attention to detail and commitment to accuracy.
• Ability to manage a high volume of transactions and competing deadlines.
• Strong analytical, research, and problem-solving skills.
• Clear and professional written and verbal communication.
• Ability to follow established controls while recognizing unusual or potentially fraudulent activity.
• Strong organizational and documentation skills.
• Ability to work independently while collaborating effectively across departments.
• Commitment to maintaining confidentiality and exercising sound judgment.

Education and Experience: 

Required:

• Associate’s or bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.
• Two or more years of accounts payable, bookkeeping, or general accounting experience preferred.
• Experience working in a project-based, professional-services, corporate-events, or similar environment is a plus.
• Working knowledge of accounts payable processes, general ledger coding, accrual accounting, and month-end close.
• Experience with NetSuite or another enterprise resource planning system preferred.
• Proficiency in Microsoft Excel, including filters, pivot tables, lookup formulas, and data reconciliation.
• Familiarity with Forms W-9 and 1099 reporting requirements is preferred.
• Experience working in the Event Services industry is a plus.

EEG is an equal opportunity employer and makes employment decisions on the basis of merit. Company policy prohibits unlawful discrimination.