The role is essential for supporting our financial reporting and will ensure adherence to internal controls and regulations. The AP administrator acts as a key link between our internal departments, our suppliers, and the finance team. The AP administrator has strong attention to detail, is very accurate in data entry, and is very professional in his/her communication to stakeholders.
As we are building up the team, the number of activities and responsibilities will grow in due time, and the AP administrator will also contribute to the introduction and implementation of efficiency in our processes and tools.
Key Responsibilities (listed but not limited to)
- Invoice Processing: Receive, verify vendor invoices and expense reports for both German and U.S. entities. Ensure the approval process is processed & invoices are posted are prepared for payment. Resolve discrepancies or disputes.
- Payment Management: Prepare payment run proposal*, to ensure our vendors can be paid in time. Send remittances if required.
- Master Data Management: Vendor & other financial master data creation/maintenance*
- Data Reporting: Generate reports when required for internal use or audit purposes
- Month-End Support (& Quarter/Year - end): Assist with journal entries (accruals)* and month-end closing activities for both Germany and the U.S. incl. reconciliations of vendor statements, credit card receipts, accounts payable ledger, and audit-ready documentation.
- Compliance: Ensure adherence to company policies and local accounting regulations and internal controls.
- Contracting process: Ensure internal contract approvals are managed and documented (budget/legal/finance) before signature process starts. Coordinate maintenance and accuracy of central contract repository