The Accounts Payable Specialist is responsible for the end-to-end accounts payable process, including invoice processing, vendor master data management, payments processing, and Travel & Expense (T&E) claim management. The role ensures timely and accurate recording and settlement of company obligations while maintaining compliance with internal controls, company policies, and accounting standards.

• Process and confirm purchase orders, identifying and resolving discrepancies between purchase requisitions, purchase orders, and confirmations
• Record confirmed purchase order details in ERP systems and notify internal stakeholders of any changes (e.g., Microsoft D365 or similar).
• Process PO and Non-PO invoices in accordance with three-way matching and internal controls
• Validate invoice accuracy, completeness, tax compliance, and correct vendor details
• Post approved invoices and credit notes, ensuring proper GL/CC and project coding
• Prepare, validate, and execute payment proposals across multiple payment methods (ACH, wire, cheque, AP card, direct debit, and bank transfer)
• Review and resolve payment exceptions, blocked vendors, advances, and reconciliations
• Coordinate payment approvals with Treasury and Finance Controllers
• Generate and distribute remittance advice to vendors
• Process payable taxes, prepare tax return reports, and coordinate tax payments with AP, GL, and government portals
• Create and maintain vendor accounts following required documentation and verification standards
• Perform invoice audits and quality checks, report findings, and recommend process improvements
• Respond to vendor and internal queries related to invoices, payments, tax documentation, and account status within defined SLAs;
• Investigate and resolve payment discrepancies, missing invoices, and vendor statement issues
• Route requests appropriately to internal teams in compliance with SOX and internal controls
• Prepare month-end accrual reports and post accrual journal entries
• Perform GR/IR reconciliations, vendor statement reconciliations, and debit balance analysis
• Identify discrepancies, coordinate corrective actions, and obtain approvals for write-offs and adjustments
• Maintain accurate documentation to support audits and compliance reviews
• Validate and report expense-related tax data in required formats
• Process reimbursement and advance payments, including urgent manual payments where approved
• Ensure adherence to internal policies, SOX controls, accounting standards, and statutory tax requirements
• Maintain accurate records and supporting documentation for audit and regulatory purposes

Ideal candidate for the Accounts Payable position:

• At least 1-year experience in Accounts Payable;
• Fluency in German language (minimum B2 level) and good command of English is a must;
• Bachelor’s degree in Finance, Accounting, or a related field (or equivalent experience)
• In-depth knowledge of invoice processing, payments, vendor master, and T&E claims.
• Strong understanding of accounting principles and internal controls.
• Proficiency in ERP systems (Microsoft D365 or equivalent) and MS Excel.
• High attention to detail, strong analytical skills, and ability to meet deadlines
• Effective communication skills for internal and external stakeholder management
• Ability to manage multiple priorities and meet tight deadlines.
• Experience in shared services or multinational environments preferred