Financial Admin Assistant (Accounts Payable)

UPS Supply Chain Solutions (UPS SCS); Pune District; On-site; INR 300,000 - 420,000; Full time

Job summary

UPS Supply Chain Solutions (UPS SCS) is seeking an Admin Assistant (Grade 6) for Accounts Payable in Pune. The role covers day-to-day AP activities, training teammates, and providing floor support for complex items within rotating shifts.

The position requires meticulous attention to detail, senior admin capabilities, and flexibility to handle varying shift timings as per business needs. Strong communication and MS Office skills are essential.

Qualifications

• Excellent written and verbal communication skills.
• Excellent interpersonal skills.
• Knowledge of links between FA departments in GBS.
• Good knowledge of MS Office applications.
• Accuracy and attention to details.
• Analytical and problem-solving skills.
• Must possess advanced reasoning and research skills.
• Decision making skills.
• Excellent typing speed for data entry.
• Ability to prioritize multi-tasks under deadlines and time constraints.
• Ability to work in a team and individually with internal customer.
• Knowledge of accounting principles.
• Knowledge and familiarity of purchase order and payment process.

Responsibilities

• Process invoices or conduct audits for multiple countries (US, CA, ERAC, LRAC and ISMEA).
• Ensure timely payment of invoices with high accuracy.
• Interact with internal UPS staff or vendors to resolve invoice discrepancies.
• Perform additional duties as required.
• Prepare and inspect daily audit and rectify wrongly booked items.
• Create correction forms for rebooking as needed.
• Run daily checks of pending payment runs.
• Publish quality booking reports.
• Provide customer service via email for AP questions.
• Follow up on vendor statements and discrepancies; liaise between departments and vendors.
• Create and supervise weekly logs of unpaid invoices, open POs, and system holds.
• Ensure audit compliance and regulatory adherence.
• Perform other duties as assigned.

Skills

Communication skills

Interpersonal skills

Finance knowledge

MS Office

Attention to detail

Analytical skills

Research skills

Decision making

Typing speed

Multitasking

Teamwork / independence

Accounting principles

PO & payment process

Education

Graduate/Postgraduate in any discipline

Job description

Job Description

Admin Assistant (Grade 6) - Accounts Payable

Shift Timings: Rotational shift (5 days a week)

Job Summary

The Accounts Payable Admin Assistant will be responsible for execution of day-to-day activities and coordination for accurate and timely processing of all expenses/invoices to internal / external vendors and individuals. He/she will be responsible for conducting training sessions related to process for team members, providing floor support to team members for challenging items, country accounting queries. The position requires exceptional attention to detail and timely resolution with high level of accuracy. The Senior Admin Assistant should be a multi-tasking person along with willingness to take additional and challenging responsibilities and flexible to work in any shift timings as per business requirement.

Job Duties

• Process invoices or conduct audits for US, CA, ERAC, LRAC and ISMEA countries
• Timely payment of invoices with high level of accuracy
• Interact with internal UPS staffs or vendors when there are discrepancies on the invoices
• Perform other job-related duties as required
• Preparation and inspection of the daily audit on already booked items. Making necessary rectifications in the system on wrongly booked items.
• Creating respective Correction Forms for rebooking purposes
• Daily checks of pending payment run
• Preparation and publishing quality booking reports
• Communicating / Providing customer service to internal customers via written email communication for all A/P related questions
• Follow up with team members on vendor account statements and other discrepancies regarding payment of accounts and serve as a liaison between departments and vendors in the resolution of administrative problems and inquiries.
• Creating and supervising weekly logs unpaid invoices, open POs, system holds etc.
• Ensuring accuracy with regards to Audit requirements and regulations adhered and delivered as per expectations
• Performing miscellaneous job-related duties as assigned

Preferred skills and qualifications

• Excellent written and verbal communication skills
• Excellent interpersonal skills
• Knowledge of links between FA departments in GBS
• Good knowledge of MS Office applications
• Accuracy and attention to details
• Analytical and problem-solving skills
• Must possess advanced reasoning and research skills
• Decision making skills
• Excellent typing speed for data entry
• Ability to prioritize multi-tasks under deadlines and time constraints
• Ability to work in a team and individually with internal customer
• Knowledge of accounting principles
• Knowledge and familiarity of purchase order and payment process

Prerequisites

• Eye for details and should meet stiff deadlines
• In-depth Accounts Payable process knowledge is a must
• Have an excellent attendance track record
• Self-driven
• Strong customer orientation, understanding customer/vendor services issues
• Should be flexible with shift timings working days as per business requirements

Education

• Graduate/Postgraduate in any discipline

Employee Type

Permanent