Senior Accounts Payable Executive

Key Responsibility Areas (KRAs) – Accounts Payable Executive

1. Vendor Management & Onboarding

• Handle end-to-end onboarding of new vendors.
• Collect and verify all required documents (PAN, GST, MSME declaration, bank details, etc.).
• Ensure compliance with internal policies and Indian regulatory requirements.
• Maintain accurate and up-to-date vendor master data, including changes to contact details, bank information, and compliance records.
• Act as a liaison between vendors, procurement, and finance to ensure smooth resolution of payment and documentation issues.

2. Invoice & Payment Processing

• Process vendor invoices, timesheets, and advance payment requests accurately within defined timelines.
• Validate invoices to ensure correctness and compliance with company policies.
• Schedule payments as per due dates, coordinating with Treasury or uploading to banking platforms.
• Ensure necessary approvals and authorization workflows are followed.
• Manage different expense portals and wallets.

3. Expense Monitoring & Risk Management

• Monitor vendor-related expenses to ensure alignment with approved budgets and forecasts.
• Track fixed expenses and update forecast trackers regularly.
• Identify irregularities or potential risks in vendor billing or payments and escalate issues appropriately.
• Support cash flow planning through timely updates and reporting.

5. Compliance & Audit Readiness

• Ensure statutory compliance including:
• TDS applicability and deductions
• GST validations (GSTIN, tax codes, reverse charge, etc.)
• MSME classification and reporting
• Maintain audit trails and ensure documentation is ready for internal and statutory audits.

6. Reconciliations & Reporting

• Perform periodic bank reconciliations, ensuring all payments match bank statements.
• Resolve discrepancies in a timely manner.
• Prepare and maintain aging reports, cash flow projections, and other financial reports.
• Support budgeting and MIS through accurate and timely reporting.

7. Month-End Activities

• Ensure all Accounts Payable (AP), Accounts Receivable (AR), and general ledger transactions are accurately recorded before month-end close.
• Perform bookkeeping tasks to ensure books reflect correct balances across all accounts (AP, AR, accruals, provisions, etc.).
• Reconcile key accounts and resolve discrepancies to maintain accurate financial records.
• Coordinate with cross-functional teams to resolve open invoices, receipts, or payment issues.
• Maintain up-to-date trackers and support preparation of audit schedules, journal entries, and financial reports.

8. Process Improvement & SOP Management

• Identify opportunities for process automation and operational efficiency.
• Review and update Standard Operating Procedures (SOPs) regularly to ensure clarity and compliance.
• Support implementation of new systems or tools for better AP management.

Required Skills and Qualifications

• Bachelor’s degree in commerce/finance (B.Com/M.Com) or semi-qualified CA/ICWA.
• 3–5 years of experience in Accounts Payable, preferably in a multinational or large-scale organization.
• Solid understanding of Indian taxation (TDS, GST) and vendor compliance.
• Hands-on experience with ERP systems.
• Strong Excel and reporting skills.
• Detail-oriented with good analytical and communication skills.
• Ability to manage multiple priorities and meet tight deadlines.