Accounts Payable Specialist (US Shift)

Navsan; India; On-site; INR 600,000 - 1,200,000; Full time

Job summary

Navsan is seeking an experienced Accounts Payable Specialist to manage end-to-end AP/ Purchase Ledger processes. You will handle supplier invoices, vendor data, reconciliations, payment runs, and month-end close support, working with stakeholders to ensure accuracy and timely payments.

The role requires 7+ years in AP/finance operations, strong Excel skills, and a focus on control compliance and process improvement. Shift timings are in the late afternoon to early morning.

Qualifications

• 7+ years of experience in Accounts Payable, Purchase Ledger, P2P, or Finance Operations.
• Hands-on supplier invoice processing and AP operations experience.
• Experience with supplier/vendor reconciliations and discrepancy resolution.
• Experience supporting payment runs and month-end AP activities.
• Vendor master data maintenance and vendor/bank-detail verification.
• Experience managing an Accounts Payable/shared finance mailbox.
• Intermediate Excel skills including VLOOKUP/XLOOKUP, Pivot Tables, filtering, sorting.

Responsibilities

• Process, validate, and record supplier invoices accurately within timelines.
• Review invoices for approvals, documentation, coding and PO usage.
• Post invoices to correct supplier accounts, files, cost centres, and GLs.
• Coordinate with stakeholders to resolve invoice exceptions and approvals.
• Maintain Purchase Ledger and AP records; process PO and non-PO invoices.
• Support vendor onboarding and verification per controls.
• Perform monthly supplier statement reconciliations and investigate discrepancies.
• Prepare mid-month, month-end, and ad-hoc supplier payments; ensure accuracy.
• Monitor AP mailbox and respond to supplier/internal queries professionally.
• Assist with month-end/year-end closing and AP-related balances.

Skills

Accounts Payable

Vendor reconciliations

PO & non-PO invoicing

Excel (VLOOKUP/XLOOKUP)

Month-end close

Attention to detail

Tools

BOX system

Job description

We are looking for a detail-oriented and experienced Accounts Payable Specialist to join our Group Finance team. The role will be responsible for managing the end-to-end Accounts Payable / Purchase Ledger process, including supplier invoice processing, vendor management, reconciliations, payment runs, AP mailbox management, and month-end close support.

The successful candidate will work closely with finance and non-finance stakeholders to ensure invoices are processed accurately, suppliers are paid on time, financial records are maintained appropriately, and AP activities comply with established controls and deadlines.

Shift timing : 5.30pm to 2.30am /6.30pm to 3.30am

Key Responsibilities

1. Accounts Payable & Invoice Processing

• Process, validate, and record supplier invoices accurately and within established timelines.
• Review invoices for appropriate approvals, supporting documentation, coding, and applicable purchase orders.
• Ensure invoices are posted to the correct supplier accounts, files, cost centres, and GL accounts.
• Coordinate with internal stakeholders to resolve invoice exceptions and obtain pending approvals.
• Maintain accurate Purchase Ledger and Accounts Payable records.
• Review and process PO and non-PO invoices, as applicable.
• Review proforma invoices and coordinate with relevant stakeholders to support purchasing and payment activities.
• Support vendor onboarding and verification in accordance with company controls.
• Maintain accurate vendor master data, including vendor profiles, currency, organizational information, and banking details.
• Perform monthly supplier statement reconciliations and investigate discrepancies.
• Resolve vendor account issues and payment-related queries promptly.
• Maintain professional relationships with suppliers and internal stakeholders.

3. Payment Processing

• Prepare and support mid-month, month-end, and ad-hoc supplier payment runs.
• Validate payment information and ensure payments are processed accurately and within agreed timelines.
• Coordinate with relevant stakeholders to resolve payment exceptions before payment deadlines.
• Maintain appropriate documentation and controls for payment processing.

4. AP Mailbox & Query Management

• Monitor and manage the shared Accounts Payable mailbox.
• Respond to supplier and internal queries promptly and professionally.
• Route queries to the appropriate finance or business stakeholders where required.
• Track and follow up on outstanding invoice, approval, and payment queries.

5. Month-End & Financial Close

• Support the finance team with month-end and year-end closing activities.
• Ensure AP transactions are processed before relevant period-end cut-offs.
• Provide supporting documentation for prepayments, accruals, fixed assets, and other AP-related balances.
• Assist with AP reporting and account reconciliations.
• Support the Management Accounting team with information required for accurate financial reporting.

6. Documentation & Audit Support

• Maintain complete and organized invoice and payment documentation.
• Archive financial records in BOX or other designated document-management systems.
• Maintain documentation required for internal and external audits.
• Ensure financial records are accurate, complete, traceable, and readily accessible.

7. Expense & Administrative Support

• Coordinate and manage Uber-related approval requests in accordance with company travel and expense policies.
• Provide holiday/absence coverage for other Purchase Ledger team members.
• Maintain the Purchase Order register and prepare relevant AP reports.
• Support other finance-related activities and ad-hoc requirements as assigned.

Key Performance Indicators

Success in this role will be measured by:

• Accurate and timely processing of supplier invoices.
• Timely completion of mid-month and month-end payment runs.
• Resolution of AP queries and discrepancies within agreed timelines.
• Accurate and timely supplier statement reconciliations.
• Maintenance of accurate vendor master data.
• Completion of Purchase Ledger activities within required month-end deadlines.
• Purchase Ledger closure by 12:00 PM on the first working day of each new month.
• High standards of data accuracy, compliance, documentation, and confidentiality.
• Effective collaboration with finance and non-finance stakeholders.

Required Qualifications & Skills

• 7+ years of experience in Accounts Payable, Purchase Ledger, P2P, or Finance Operations.
• Strong hands-on experience in supplier invoice processing and AP operations.
• Experience with supplier/vendor reconciliations and discrepancy resolution.
• Experience supporting payment runs and month-end AP activities.
• Experience maintaining vendor master data and performing vendor/bank-detail verification.
• Experience managing an Accounts Payable/shared finance mailbox.
• Intermediate Microsoft Excel skills, including VLOOKUP/XLOOKUP, Pivot Tables, filtering, sorting, and reconciliation.
• Strong attention to detail and numerical accuracy.
• Ability to prioritize workload and meet strict financial deadlines.
• Strong communication and stakeholder-management skills.
• High level of confidentiality and integrity when handling financial information.

Preferred:

• Experience in a professional services, consulting, shared-services, or multi-entity environment.
• Experience with PO and non-PO invoice processing.
• Exposure to prepayments, accruals, and fixed asset invoice documentation.
• Experience supporting internal/external audits.
• Experience with document-management systems such as BOX.
• Exposure to travel and expense processes.
• Experience working with international suppliers and multiple currencies.