Senior AP Accountant

Teso Life • Full-time • New York, New York, United States • 22h ago

Position Overview

The Senior AP Accountant is a key member of the Finance team responsible for accounts payable (AP) and payment processes. The role manages vendor invoice review and posting, AP aging, vendor reconciliations, payment preparation, AP-related close, and balance sheet reconciliations, and assists the Accounting Manager in implementing procure-to-pay (P2P), vendor onboarding, payment approval, and other key processes and controls. Beyond routine AP accounting, the role reviews invoices, POs / receipts, approvals, vendor master data, payment documentation, and aged open items; proactively identifies duplicate or incorrect payments, cut-off issues, unusual balances, and potential fraud risks; and drives resolution. The role also provides substantive technical support for NetSuite / AP system implementation, audits, process standardization, and junior AP staff development.

Job Responsibilities

Vendor Invoices and AP Accounting
1. Process or review vendor invoices for completeness, accuracy, and accounting treatment; ensure correct vendor, amount, entity, department / store, GL account, period, and other dimensions.
2. Match POs, goods receipts / service completion, invoices, and approvals under Company P2P procedures; perform applicable two-way / three-way matching and follow up on exceptions.
3. Monitor timely invoice posting and identify duplicates, pricing errors, missing support, cut-off issues, and unusual transactions to maintain complete, accurate AP records.
Payment Preparation and Control Support
1. Prepare payment lists and supporting packages based on contracts, payment terms, AP aging, payment calendar, and approval status to ensure accurate, timely settlement.
2. Review amounts, vendor banking details, payment methods, entities, approval authority, and supporting documentation; promptly hold and escalate unusual or high-risk payments.
3. Assist the Accounting Manager with ACH / wire / check processes and post-payment verification; resolve rejected / returned payments, duplicate payments, refunds, and other exceptions.
Vendor Management and Reconciliations
1. Perform or review vendor statement reconciliations against the AP ledger, credit memos, unpaid invoices, and payment records.
2. Follow up on aged invoices, debit / credit balances, prepayments, vendor credits, duplicate payments, and disputes; coordinate timely resolution with responsible departments.
3. Help maintain vendor master data, including complete W-9s, tax and banking information, and other required records; strictly follow verification and approval requirements for high-risk changes such as vendor bank details.
AP Close and Account Reconciliations
1. Complete AP close activities under the close calendar, including cut-off, identification of unrecorded invoices, required expense / AP accruals, reclassifications, and adjustments.
2. Reconcile AP, accrued liabilities, prepayments / vendor deposits, and other assigned balance sheet accounts monthly; ensure agreement between the GL and subledgers / supporting schedules.
3. Analyze AP aging, unusual debit balances, aged items, and monthly movements; explain differences clearly and drive adjustments and clearing.
P2P Controls and Process Execution
1. Execute key controls for vendor onboarding, PO / invoice / receiving matching, invoice approval, payment approval, vendor bank verification, and segregation of duties.
2. Check AP / payment support and approval evidence for completeness; do not bypass established approvals or controls due to business urgency.
3. Identify control weaknesses, duplicate work, and efficiency issues in AP / P2P; recommend improvements to the Accounting Manager and support SOPs, standard templates, and process optimization.
Systems, Data, and Finance Transformation
1. Participate in NetSuite ERP and AP / payment system testing, data migration, vendor master cleanup, open AP imports, and go-live preparation.
2. Validate key data flows and interfaces for PO-to-bill, AP subledger-to-GL, payments, and vendor credits; follow up promptly on system exceptions and data discrepancies.
3. Support AP automation, electronic approvals, standardized vendor documentation, and reporting improvements to increase efficiency, accuracy, and traceability.
Audit, Collaboration, and Technical Support
1. Support external audits, tax reviews, and special examinations; prepare AP aging, invoice / payment samples, vendor reconciliations, accruals, and prepared-by-client (PBC) materials; respond promptly to inquiries.
2. Communicate effectively with Procurement / Merchandising, Operations, SCM, GL, Tax, Treasury, IT, and vendors to resolve invoice, payment, reconciliation, and system issues.
3. Guide junior AP staff within the role’s expertise, review workpapers, and share AP / P2P practices; promptly escalate significant payment or vendor exceptions, suspected fraud, and control issues.

Qualifications

Education: Bachelor’s degree or higher in accounting, finance, auditing, or a related field. CPA, Chinese CPA, or equivalent professional qualification preferred.

Professional Experience: At least 5 years of accounting, audit, or finance experience, including solid AP, payment, vendor reconciliation, and month-end close experience. Multi-entity, chain retail / consumer industry, or high-growth company experience preferred.

Knowledge & Skills: Strong knowledge of AP, accrual accounting, AP cut-off / accruals, vendor reconciliations, payment terms, P2P controls, and balance sheet reconciliations. Proficiency in Excel; ERP / NetSuite, AP automation, or banking payment system experience preferred.

Core Competencies: Strong integrity, accountability, and attention to detail; alert to payment risks and unusual data, with strong reconciliation, issue identification, and problem-solving skills. Able to work independently under strict deadlines and communicate effectively across departments and with vendors.

Compensation

$35 per hour
Quarterly Performance Bonus: This position is eligible for a quarterly performance-based bonus, subject to the eligibility requirements, performance criteria, and terms of the Company's bonus program.

Benefits