Responsibilities:
- Invoice Processing - Process high-volume invoices for shipboard and land-based vendors, ensuring proper coding, approvals, and compliance with company policies and maritime regulatory requirements.
- Receive and process invoices in Concur and ensure proper department and GL Account coding
- Assign invoices to appropriate staff for approval
- Sync approved invoices into QuickBooks (Trade & Mystic)
- Maintain Concur GL account mapping to QuickBooks
- Expense Processing - Ensure timely entry and approval of employee expense reports in compliance with travel and entertainment policies.
- Prepare and send Bank of America Credit Card Statement to each user with Due by date
- Process expense reports in Concur
- Sync Expense reports into QuickBooks
- Reconcile credit card accounts with statement in QuickBooks
- Follow up on missing expense reports/issues
- Cash Management (Proposal) - Prepare and provide funding requests for scheduled disbursements.
- Enter approved guest refunds into QuickBooks, Enter commissions payable into QuickBooks
- Prepare weekly payment cash requirements from the Accounts Payable Trade aging report
- Prepare weekly Aging report with Priority List and send it to Mystic
- Payment Processing - Coordinate and execute weekly payment runs via checks, ACH, international wires, and credit card platforms.
- Manage payment batches in the ERP system, verifying accuracy, vendor terms, and banking details.
- Manage the end-to-end payment process, including preparing, validating, and executing ACH, wire transfers (domestic and international), and check payments.
- Update QuickBooks and Smartsheet after payments are made
- Send Remittance advice to vendors (from QuickBooks)
- Send payment update to the Director of Sales (include screenshot of Smartsheet with payment update)
- Vendor Management - Serve as a primary point of contact for vendor inquiries and payment status requests.
- Reconcile vendor statements and resolve discrepancies proactively.
- Maintain vendors master data and support vendor onboarding, including W-9/W-8 collection and tax classification, ACH & Wire payment information.
- Follow -up on issues and communicate with internal staff on resolutions
- Prepare annual 1099 statements
- Documentation and Internal Controls - Maintain a complete, audit-ready filing system for all financial records, including digital and physical support ensuring compliance with accounting standards and regulations.
- Reconcile AP sub-ledger to the general ledger and investigate variances.
- Provide support for internal and external audits, including documentation and transaction histories.
- Special Projects - Assist with special Finance projects and others as needed.
Qualifications:
Education & Experience:
• Associate or bachelor’s degree in accounting, Finance, or related field preferred.
• 5+ years of progressive accounts payable experience, preferably in the travel, maritime, or hospitality industry.
• Experience with global payment processing and multi-currency transactions are strongly preferred.
Technical Skills:
• Strong knowledge of full-cycle AP, three-way match, and vendor payment processes.
• Experience with Quick Books and Concur (Invoice and Expense)
• Proficient in Excel (pivot tables, formulas, reconciliation templates).
Competencies:
• High level of accuracy, organization, and attention to detail.
• Ability to prioritize and manage deadlines in a high-volume environment.
• Excellent communication and interpersonal skills.
• Excellent attention to detail, analytical and problem-solving skills.
• Strong written and verbal communication skills to support global vendors and internal departments.
• Ability to manage deadlines in a fast-paced, operationally critical environment.
• Fluent English written and spoken command is a MUST
