Accounts Payable Assistant
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Job Description
Accounts Payable Assistant managing AP activities at Museum of Ice Cream. Ensuring timely and accurate invoice processing, vendor communications, and collaborating with finance team.
Responsibilities:
- Monitor Ramp daily for new card transactions, bill pay submissions, and incoming invoices.
- Review, code, and document vendor invoices within Ramp to ensure accuracy and completeness.
- Confirm receipt matching and compliance for card transactions before syncing to NetSuite.
- Prepare transactions for weekly syncs with NetSuite after final review and approvals.
- Follow up with GMs and approvers to ensure timely coding and approvals.
- Communicate outstanding issues to the finance team prior to sync.
- Manage vendor communications, including obtaining W-9s, banking details, and resolving duplicate invoice issues.
- Support GMs in adopting consistent weekly review habits aligned with Ramp’s upcoming real-time budgeting features.
- Collaborate with the finance team to ensure coding accuracy and data completeness across all locations.
- Ensure proper coding of expenses across categories (rent, utilities, supplies, travel, etc.).
- Address urgent and same-day requests promptly to support business continuity.
- Maintain organized records of invoices, receipts, and approvals for audit readiness.
- Assist with preparing reports and reconciliations as required by the accounting team.
Requirements:
- 1–3 years of experience in Accounts Payable, Accounting, or related finance role.
- Strong working knowledge of AP software systems; prior experience with Ramp or similar platforms preferred.
- Familiarity with ERP/accounting systems such as NetSuite a plus.
- Excellent organizational skills with the ability to manage high email volume and competing priorities.
- Strong written and verbal communication skills for effective vendor and internal stakeholder interaction.
- High attention to detail with an ongoing commitment to accuracy and timeliness.
- Experience in hospitality, retail, or multi-location businesses.
- Knowledge of expense categorization, invoice compliance, and AP best practices.
- Intermediate Excel/Google Sheets skills for reporting and reconciliation support.
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