Accounts Payable Associate

About the Role

The Accounts Payable Associate is responsible for supporting the accurate, timely, and controlled processing of vendor invoices, corporate card activity, and related payment transactions. This position works closely with internal departments and external vendors to ensure invoices and payment activity are reviewed, coded, approved, reconciled, and paid in accordance with firm policies, accounting procedures, and internal control expectations.

Key Responsibilities

• Review, process, code, and submit vendor invoices for payment in accordance with company policies, approval requirements, and established payment schedules.
• Monitor invoice and payment activity to ensure proper documentation, coding, approvals, and compliance with firm accounts payable procedures.
• Support corporate card administration, payment processing, reconciliation, and reporting activities, including research of exceptions, duplicate submissions, and aging items.
• Reconcile assigned payment clearing accounts, vendor activity, and other accounts on a weekly, monthly, or as-needed basis; research and resolve discrepancies.
• Process recurring, specialized, and department-specific invoices, including but not limited to investment advisory, facilities, telecommunications, and other firm obligations.
• Prepare, maintain, and update spreadsheets, reports, and supporting documentation related to invoices, payments, reconciliations, month-end processing, and management review.
• Review banking activity, payment transactions, and related journal entries for completeness, accuracy, and appropriate support.
• Communicate with vendors and internal associates to research invoice status, payment inquiries, missing documentation, approval questions, and other accounts payable matters.
• Perform general administrative and clerical support for the Accounting team, including document organization, filing, scanning, and records support as needed.
• Assist with departmental coverage, special projects, process improvement initiatives, audit requests, and other duties as assigned.

Requirements & Tech Stack

• Prior accounts payable, accounting operations, invoice processing, or related financial operations experience preferred.
• Working knowledge of basic accounting principles, invoice processing, payment workflows, account coding, reconciliations, and general ledger concepts.
• Experience working with accounting, document management, payment processing, or banking systems.
• Familiarity with Microsoft Office, especially Excel and Word.
• Strong attention to detail, accuracy, organization, and follow-through, with the ability to manage recurring deadlines and competing priorities.
• Ability to research discrepancies, identify exceptions, resolve routine issues, and escalate items when appropriate.
• Demonstrated ability to follow established policies, procedures, approval requirements, and internal control standards.
• Ability to maintain confidentiality and handle sensitive financial, vendor, employee, and firm information with discretion.
• Clear, professional, and service-oriented communication skills, including the ability to interact effectively with vendors, employees, managers, and cross-functional partners.
• Ability to work both independently and collaboratively in a team environment while maintaining a high level of accountability and professionalism.
• Ability to adapt to process changes, support continuous improvement efforts, and contribute to a positive, solutions-focused department culture.
• Ability to maintain regular, predictable attendance.