Administrative Assistant - Hybrid

Ultimate Staffing; Kankakee (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

Ultimate Staffing is seeking an Accounts Payable professional to support invoice, expense and payment processing. The role involves resolving supplier issues in the P2P space, KPI monitoring, and collaboration with Procurement to maintain end-to-end processes.

Strong attention to detail and relationship-building with stakeholders are essential. The ideal candidate will have 3+ years AP experience, familiarity with SAP and MS Office, and accounting coursework.

Qualifications

• At least 3 years accounts payable experience.
• Previous AP and P2P experience in a similar role.
• Good IT skills, including knowledge of SAP & Microsoft Office packages.
• Meticulous eye for detail and exceptional planning and organisational skills.
• Ability to multitask and work in a busy, fast-paced environment.
• Ability to build effective relationships with key stakeholders and suppliers.
• Ability to take initiative and a practical approach to problem-solving.

Responsibilities

• Maintain an issue log for allocated entities and hold weekly meetings with CAP colleagues and internal stakeholders to resolve issues with agreed timescales.
• Support stakeholder and supplier escalations related to invoices/payments by liaising with relevant departments to ensure timely resolution.
• Support Masterdata process, including liaising with the business on amending and creating new supplier accounts, ensuring that internal stakeholders are kept informed of progress and expected resolution dates.
• Ensure that key supplier statements are reconciled and take any necessary corrective actions.
• Review KPIs against agreed targets and address underlying issues to consistently meet these targets.
• Support the business via teams/telephone calls regarding any P2P issues and via liaison with the appropriate CAP team ensuring that the issue is resolved, keeping all parties informed of progress and driving to resolution.
• Support the adoption of the new Invoice management system, OpenText.
• Liaise with Procurement team to ensure a smooth end-to-end P2P process.
• Review GR/IR balances and drive the resolution of aged items.
• Encourage suppliers to submit all invoices via email.
• Liaise with T&E team to ensure queries are resolved in a timely manner.
• Perform ad hoc duties as necessary.

Education

High school diploma with accounting coursework

Tools

SAP

Microsoft Office

Job description

To support our business partner, to ensure accurate invoice, expense and payment processing. Liaise with all stakeholders to promptly resolve any supplier issues withing the P2P space. Implement procedures to prevent recurrence of issues. Monitor and ensure compliance with KPIs. Support supplier statement reconciliations and account housekeeping. Review and reduce the GR/IR balance in collaboration with Procurement and the wider business.

Key Duties & Responsibilities

• Maintain an issue log for allocated entities and hold weekly meetings with CAP colleagues and internal stakeholders to resolve issues with agreed timescales.
• Support stakeholder and supplier escalations related to invoices/payments by liaising with relevant departments to ensure timely resolution.
• Support Masterdata process, including liaising with the business on amending and creating new supplier accounts, ensuring that internal stakeholders are kept informed of progress and expected resolution dates.
• Ensure that key supplier statements are reconciled and take any necessary corrective actions.
• Review KPIs against agreed targets and address underlying issues to consistently meet these targets.
• Support the business via teams/telephone calls regarding any P2P issues and via liaison with the appropriate CAP team ensuring that the issue is resolved, keeping all parties informed of progress and driving to resolution.
• Support the adoption of the new Invoice management system, OpenText.
• Liaise with Procurement team to ensure a smooth end-to-end P2P process.
• Review GR/IR balances and drive the resolution of aged items.
• Encourage suppliers to submit all invoices via email.
• Liaise with T&E team to ensure queries are resolved in a timely manner.
• Perform ad hoc duties as necessary.

Essential Requirements for the role

• High school diploma plus at least some coursework in college level math, preferably accounting principles
• At least 3 years accounts payable experience
• Previous AP and P2P experience in a similar role.
• Good IT skills, including knowledge of SAP & Microsoft Office packages.
• Meticulous eye for detail and exceptional planning and organisational skills
• Ability to multitask and work in a busy, fast-paced, challenging environment.
• Ability to take initiative and a practical approach to problem-solving.
• Ability to build effective relationships with key stakeholders and suppliers.
• Ability to work well in a team and collaborate with others.
• Positive and flexible approach to work

Desirable Requirements for the role

• Accounting qualification (HNC, HND, AAT, Degree or equivalent level)
• Working knowledge of general accounting procedures.
• 3 years' experience of working at an AP Team Lead level.
• Fluent in English; basic knowledge of Spanish is desirable.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.