Sr. AP Specialist | WFO

Cloudstaff Philippines Inc.; Philippines; On-site; PHP 600,000 - 900,000; Full time

Benefits offered by this job

HMO Coverage

Annual performance review with salary

Employee Share Units program

Cloudstaff perks & benefits

Job summary

Cloudstaff Philippines Inc. is seeking an experienced Senior Accounts Payable Specialist to own the full AP cycle and bank reconciliations across locations. You will handle invoices, payments, and month-end close, acting as the first contact for vendor questions and ensuring accuracy and controls are followed.

The role emphasizes accuracy, process improvement, and timely payment cycles, with a strong focus on reconciling multiple accounts and maintaining audit-ready records.

Qualifications

• 4+ years of full-cycle accounts payable experience supporting a US-based company.
• Hands-on experience preparing monthly bank reconciliations for multiple accounts.
• Working knowledge of US AP practices: 1099 reporting, W-9s, ACH/EFT, and controls.
• Strong Excel skills with lookups, pivots, and reconciliations.
• Excellent written and spoken English; able to liaise with US vendors.
• High attention to detail and ability to spot duplicates and overbilling.
• Proven ability to take over an AP function from documentation and history.

Responsibilities

• Process vendor invoices, code to GL accounts, and post in IDS.
• Prepare scheduled payment runs and authorized disbursements.
• Reconcile Ramp and card activity; clear reconciled items daily.
• Review open payables biweekly and resolve discrepancies.
• Deliver month-end AP subledger and maintain records.
• Respond to vendor inquiries and manage disputes promptly.
• Verify vendor banking changes via callbacks; maintain data integrity.
• Ensure records are stored in SharePoint with proper naming.

Skills

Accounts payable

Full-cycle AP

English proficiency

Excel skills

US AP practices

Vendor management

Bank reconciliations

Tools

IDS

Ramp

Job description

Job Description

We are seeking an experienced Senior Accounts Payable Specialist owns the full accounts payable cycle and the bank reconciliations for all locations: receiving and posting vendor invoices, preparing payments for approval, reconciling vendor, card, and bank activity, keeping the AP subledger clean, and supporting month-end and year-end close. This is an experienced role, not an entry-level position. The role is the first point of contact for vendor billing questions and is expected to catch errors, duplicates, and unusual charges before they are paid.

Key Responsibilities

1. Invoice Processing (daily)

• Monitor the shared AP inbox and retrieve vendor invoices, monthly bills, and utility bills for all locations (received by email or scanned in by staff).
• Code invoices to the correct GL account, location, and department and post them in IDS.
• Track recurring monthly bills and due dates so nothing is paid late or triggers a late fee or shutoff notice.
• Review sublet invoices against service work orders for duplicate billing, overcharges, or differences between work performed and amount billed.
• Route invoices that are missing approval, a PO, or supporting detail back to the appropriate contact.

2. Payments and Disbursements

• Prepare scheduled payment runs (check, ACH/EFT, and Ramp bill pay) for approval. Payments are released only by authorized personnel.
• Prepare employee expense reimbursements and customer disbursements as requested, including:
  • Customer satisfaction checks
  • Customer deal deposit refunds
  • Refunds owed to customers or lienholders from cancelled warranty/service contracts (payable created once the cancellation is processed by the F&I office)
• Reconcile monthly statements from product vendors paid per unit sold (e.g., protection products such as Stargard): confirm every unit on the statement has a payable, research any that do not, and prepare payment.

3. Reconciliations (weekly / biweekly / monthly)

• Reconcile Ramp payments and Ramp card activity to IDS.
• Reconcile company credit card activity recorded in IDS.
• Reconcile vendor statements monthly, resolve discrepancies, and process any unpaid invoices.
• Review the open payables schedule biweekly to identify and resolve unit payables, debit balances, or other items that should not remain open.
• Clear recurring pass-through payables (such as state Department of Licensing fees) using AP/AR offsets per established procedure.
• Review the monthly AP schedules for posting errors and coordinate corrections with IDS support when needed.

4. Bank Reconciliations (daily / monthly)

• Download prior-day activity daily for each bank account and update the banking spreadsheet used for posting and reconciliation.
• Match bank activity to IDS and clear reconciled items daily.
• Post routine bank-originated items: bank and merchant fees (e.g., Global, Clover, multi-user fees), zero-balance (ZBA) transfers, and EFT/ACH/automatic payments.
• Reconcile Clover credit card settlements by location to clear deposits in the bank.
• Research unmatched items promptly. Route deal-related items (deal funding, deal wires, floor plan transactions) to the responsible accountant and follow up until they are posted.
• At month-end, reconcile every bank account: tie the GL balance to the bank statement for each location, research remaining items, and move items not posted in time to the designated holding accounts per established procedure before hard close.
• Deliver completed bank reconciliations with supporting detail for Accounting Manager review and sign-off.

5. Month-End Close

All month-end responsibilities must be completed by the end of business day 1 (Pacific Time) of the following month. No exceptions. This deadline covers the items below and the month-end bank reconciliations in Section 4.

• Work ahead during the last week of the month: chase missing invoices, keep bank activity matched daily, and pre-reconcile accounts so only final-day activity is left for business day 1.
• Expect a month-end surge: the last business days of the month have run 150–240 invoices a day. Clear these before the business day 1 deadline.
• Review monthly expense tracking spreadsheets to confirm all recurring invoices have been received.
• Contact vendors for missing invoices; prepare a list of unrecorded expenses for accrual, for review and posting by the accounting team.
• Complete AP cutoff and deliver a reconciled AP subledger by end of business day 1.
• The outsourcing partner must provide trained backup coverage so the business day 1 month-end deadline is met if the primary resource is unavailable.

6. Vendor Management

• Respond to vendor and internal questions about invoices and payment status, typically within one business day.
• Resolve billing disputes, service problems, and overcharges with vendors, and flag unusual spending increases (for example, a supply bill that jumps well above its normal monthly amount).
• Collect W-9s from new vendors and maintain vendor master information (addresses, 1099 status, payment terms).
• Vendor bank-account changes must be verified through a call-back to a known contact before they are entered. The AP Specialist may not change payment details based on an email request alone.

7. Unclaimed Property

• Research outstanding and uncashed checks monthly and confirm whether each should be reissued or voided.
• Contact customers and vendors for updated mailing addresses.
• Move qualifying items (including small license-fee reimbursements) into the unclaimed-property account and prepare the annual state unclaimed-property report for review and filing.

8. Year-End

• Review vendor records to confirm 1099 recipients are correctly flagged in IDS.
• Complete the preliminary 1099 review and prepare the data for the 1099 upload template.
• Confirm all AP documentation for the year is filed electronically and complete.

9. Records

• Save invoices, approvals, and payment support to the SharePoint AP folders using the established naming and folder structure.
• Keep AP procedures and checklists current as processes change.

Controls and Access

• The AP Specialist prepares; authorized personnel approve and release. The role will not have authority to release payments or wires.
• Bank portal access is limited to view, download, and payment-preparation rights.
• Because this role both prepares disbursements and reconciles the bank accounts, every monthly bank reconciliation is reviewed and signed off by the Accounting Manager, and bank alerts and positive pay are retained.
• No changes to vendor banking details without documented call-back verification.
• All company, customer, and vendor data must stay within company systems (IDS, Ramp, Microsoft 365). No local copies, personal email, or personal devices.
• The outsourcing partner is responsible for background checks, confidentiality agreements, and secure workstation and network standards for the assigned resource.

Out of Scope: Retained by Client

The following will continue to be handled by staff on-site:

• Receiving paper mail and invoices at store locations and scanning them to the AP inbox.
• Printing, signing, and mailing checks.
• Approving invoices and releasing payments.
• Verifying vendor banking changes.
• Physical filing, boxing, and archiving of paper records.
• Final approval of accruals, journal entries, 1099 filings, and unclaimed-property filings.
• Making bank deposits and handling cash and petty cash.
• Posting deal funding and deal wires, inventory, floor plan, sales tax, and deal accounting (the AP Specialist identifies these items on the bank reconciliation and routes them).

Performance Expectations

Invoices posted after receipt

Within 2 business days

Vendor and internal email response

Within 1 business day

Late fees or service shutoff notices

Zero

Duplicate payments

Zero

Vendor statement reconciliations

Completed monthly for all active vendors with statements

All month-end responsibilities (AP cutoff, subledger reconciliation, accrual list)

End of business day 1 of the following month. No exceptions.

Daily bank activity downloaded and matched

By noon Pacific each business day

Month-end bank reconciliations (all accounts)

End of business day 1 of the following month, with no unexplained reconciling items. No exceptions.

Open payables schedule

No unexplained items older than 60 days

Qualifications and Requirements

• 4+ years of full-cycle accounts payable experience supporting a US-based company.
• Hands-on experience preparing monthly bank reconciliations for multiple accounts, including researching and resolving reconciling items.
• Working knowledge of US AP practices: 1099 reporting, W-9s, ACH/EFT, positive pay and check controls, accruals, and unclaimed property (escheatment).
• Strong Excel skills (lookups, pivot tables, reconciliations).
• Excellent written and spoken English; comfortable emailing and calling US vendors and customers directly.
• High attention to detail and the judgment to spot duplicates, overbilling, and unusual activity.
• Able to follow written procedures and to document and improve them.
• Proven ability to take over an existing AP function with no hand-off, working from documentation and system history.

Preferred

• Experience at an automotive, RV, marine, or powersports dealership.
• Experience with a dealer management system, ideally IDS (others such as CDK or Reynolds are also useful).
• Experience with Ramp or similar spend-management and bill-pay platforms.
• Familiarity with F&I products (service contracts, GAP) and how cancellations and refunds flow through AP.
• Experience with multi-location, multi-state (Washington / Oregon) businesses.

Onboarding

• There will be no transition period or overlap with a prior employee. The resource must be able to step into an existing AP function and learn it from written procedures, system history, and prior-period records.
• The client will provide system access, written task lists and procedures, and the Accounting Manager as the day-to-day point of contact.
• The outsourcing partner should assign a resource who has taken over an AP function without a hand-off before, and provide its own supervisor or onboarding support during the first months.
• The resource should be independent on daily and weekly tasks within 30 days. The business day 1 month-end deadline applies starting with the first month-end close.

Perks and Benefits

HMO Coverage
ALE Club : Accountants Leading Evolution, be part of a community of accountants within Cloudstaff that serves as a platform to connect with their colleagues
Annual Performance Review with Salary Increase
Become part of the Employee Share Units program
Cloudstaff Dream Points - To be used for bidding useful items like appliances, kitchenettes etc.
Comprehensive health and life insurance on your 16th day of employment, covering 1 free dependent on the 16th day of employment
Endless opportunities for career advancement
Exclusive partnership with the IPA to offer a professional CPD pathway
Exclusive partnerships that offer Cloudstaff accountants additional training sessions
Flexible leave credits which may be used for vacation, emergency, and sick leaves
In-house psychiatrist available to support employees' well-being
International career growth and connections
Look forward to weekly office perks for work from office staff – Free Coffee, Meals, and Beer Fridays!
Membership with PICPA
Mental Wellness Employee Assistance program through Lifeworks
Participate and join our CS Social Clubs and Special Interest Groups to connect with colleagues
Quarterly perks boxes for WFH staff, offering groceries and snacks to keep you fueled
Superb and exciting Mid-Year Parties – with items to give away and cash prizes!
Top notch workplace with first class VIP lounge and game rooms
Unlimited cash incentives for hired referrals
We set you up for success with a company-provided PC/Laptop and fiber internet connection