Project Accounts Payable Specialist

Job Description

Working under the supervision of Controller and in close collaboration with the Project Operations department and project staff across Practices, the Project Accounts Payable Specialist plays an integral role in improving efficiency, accuracy, and timeliness the project accounts payable process. The Project AP Specialist processes and reconciles a wide variety of project accounts payable, including consultant labor invoices, consultant and employee project travel expense reports, and project subcontractor and vendor invoices. The Project AP Specialist is an in-house expert on travel and non-travel expense reporting, and ensures that each expense report and supporting documentation have been prepared in accordance with the applicable rules and regulations as well as SSG’s internal policies and procedure. The Project AP Specialist ensures that each consultant labor invoice is accurate and consistent with the terms of the agreement, and tracks the validity of project consultant agreements. Finally, the Project AP Specialist serves as the main point of contact for SSG’s consultants, vendors, and staff on questions related to project accounts payable and status of payments.

RESPONSIBILITIES:

Ensure efficient, accurate, and timely processing of project A/P, including:

• Receive labor invoices for SSG short-term consultants, long-term project staff and/or payroll companies, check for accuracy and completeness of supporting documentation to ensure allowability of costs, troubleshoot any errors with Project Managers, and process for payment.
• Receive travel and non-travel expense reports for SSG consultants as well as project and home office staff, check for accuracy and completeness of supporting documentation to ensure allowability of costs, troubleshoot any errors with Project Managers, and process for payment.
• Receive invoices for SSG’s subcontractors and vendors, check for accuracy and completeness of supporting documentation to ensure allowability of costs, troubleshoot any errors with Project Managers, and process for payment.
• Process cash/travel advance requests and closely monitor outstanding advances.
• Enter A/P into SSG’s accounting system (Deltek) and monitor A/P aging to ensure timely payments.
• Maintain new vendor set-up and vendor maintenance in Deltek, including 1099 and W-9 compliance.

Answer questions from staff, consultants, and vendors on the status of payments.

Troubleshoot payment delays and keep vendors appraised of payment status.

Design and maintain tools necessary for tracking project A/P aging, outstanding cash advances, validity of consultant agreements, etc.

Assist accounting staff in compiling and scanning documentation in support of client invoices.

Create, add, and remove project codes in Deltek and on the American Express and Visa online banking interfaces.

QUALIFICATIONS:

• Bachelor’s degree in Business, Accounting, Finance, or related field.
• Two-three years of experience in a project coordination capacity, or with accounts payable.
• Keen attention to detail and a demonstrated ability to accurately enter, check, and analyze numerical data.
• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Experience traveling in or working in a foreign country.
• Ability to effectively prioritize and process multiple urgent items.
• Ability to learn and adapt quickly in a fast-paced working environment.
• Ability to build rapport and work effectively with stakeholders across the organization.
• Outstanding written and verbal communication skills.

PREFERRED EXPERIENCE:

• Experience working with an accounting software (Deltek or other software).
• Experience working in a cross-cultural, multi-lingual setting.
• Familiarity with the U.S. Government contracting, and the U.S. Government rules and regulations.

HOW TO APPLY:

Qualified applicants should submit their cover letter and CV to: jobs@ssg-advisors.com. Please indicate “Project Accounts Payable Specialist” in the email subject line.

SSG Advisors is an Equal Opportunity Employer.

About the Organization

SSG Advisors is an award-winning frontier market solutions firm based in Burlington, Vermont that helps a variety of donor, commercial and investor clients around the world to catalyze lasting impact. We envision a prosperous and just world of thriving markets, healthy ecosystems and vibrant communities where business, governments, and citizens work together creating a better world for all.