AP Specialist

• 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.

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