[Hiring] Accounts Payable III @Alia Services

Role Description

We're looking for an experienced Senior Accounts Receivable Representative (AR Representative III) who is ready to take ownership of complex accounts, drive collections performance, and become a trusted resource within the AR team.

If you have strong B2B accounts receivable and collections experience, enjoy solving complex payment issues, and are comfortable communicating directly with customers and internal stakeholders, this could be a great next step in your career.

What You'll Do

• Accounts Payable & Invoice Management
  • Monitor and respond to emails in assigned shared inboxes
  • Review and vouch sample invoices
  • Review and reconcile vendor statements
  • Research and resolve unidentified invoices
  • Review invoice documentation and identify missing or incomplete information
  • Resolve vendor payment issues and outstanding items
  • Review, process, and reconcile outstanding prepayments
  • Enter marketing fund and commission adjustments
  • Vouch and manage telephone and leased-equipment invoices for all offices
  • Process corporate rent payments for leased spaces
  • Maintain accurate supporting documentation throughout the AP process
  • Ensure invoices are processed according to established procedures and deadlines
• Vendor Communication & Account Resolution
  • Respond to vendors regarding invoice and payment status
  • Contact vendors to resolve outstanding checks and payment discrepancies
  • Research vendor inquiries and provide timely, professional responses
  • Maintain ownership of vendor issues through final resolution
  • Coordinate with internal stakeholders when additional information or approvals are required
  • Escalate complex or unresolved issues with clear supporting information
• Payment Processing & Vendor Maintenance
  • Process vendor payments, including:
    • ACH payments
    • Discount checks
    • Wire transfers
    • Check runs
  • Support vendor setup for AR refunds in accordance with established access controls
  • Manage ACH vendor recruitment, onboarding, and maintenance
  • Resolve returned check issues
  • Complete daily wire clearing
  • Reconcile and clear U.S. Customs wire activity
  • Ensure payment records and vendor information remain accurate and properly documented
• Reconciliation, Accruals & Reporting
  • Complete monthly accruals for invoices not processed by month-end
  • Review and reconcile vendor statements and outstanding balances
  • Manage EDI reporting and invoice activity
  • Support reconciliation of prepayments and payment-related accounts
  • Identify discrepancies and investigate the appropriate resolution
  • Maintain accurate AP records and support month-end financial processes
• Concur & Expense Management
  • Set up, review, and approve employee reimbursements in Concur, as needed
  • Set up, review, and approve Account Executive reimbursements in Concur, as needed
  • Review reimbursement submissions for accuracy and required documentation
  • Support consistent application of established reimbursement procedures
• Systems, Testing & Process Support
  • Work confidently within NetSuite, Concur, and other Accounts Payable or financial systems
  • Support SME testing and system-related process validation
  • Identify recurring AP issues and communicate potential solutions
  • Follow established controls, documentation requirements, and internal procedures
  • Contribute to continuous improvement of Accounts Payable workflows and processes
• BWS Dedicated AP Responsibilities
  • BWS Invoice Intake & AP Queue Management
    • Monitor BWS AP intake channels and identify invoices requiring action
    • Review invoices and credits for potential duplicates before processing
    • Confirm invoices contain the required:
      • Vendor information
      • Purchase order
      • Project information
      • Shipment information
      • Approval documentation
    • Route incomplete invoices to the appropriate BWS, Logistics, Billing, or Finance contact
    • Track outstanding items through resolution
    • Maintain ownership from initial receipt through posting, hold resolution, and final closeout
    • Ensure AP queues remain organized and unresolved items are actively followed
  • LTL Vendor Invoice Vouching
    • Assume responsibility for vouching BWS LTL vendor invoices according to established procedures
    • Review invoices from carriers such as Raven Cargo and BTX/Bacarella Transportation
    • Confirm invoices reference the appropriate:
      • Purchase Order
      • Fulfillment number
      • Project number
    • Use the PO as the primary reference whenever one has been created
    • Enter or verify required vouching information, including:
      • Custom form set to Axis
      • Full shipping address in the freight bill memo field
      • PO, fulfillment, or project reference in Ship Ref #1
      • Carrier tracking information
      • Correct consignee or recipient reference
      • Ship-to or recipient ZIP code
    • Vouch invoices in NetSuite
    • Ensure freight costs are assigned to the correct project or monthly freight project
    • Support a one-PO/one-invoice-per-shipment process whenever possible
    • Route consolidated or multiple-PO invoices through the appropriate manual exception process
    • Coordinate with the BWS/Logistics team when invoices are missing usable PO, project, fulfillment, or shipment references
    • Follow the procedures outlined in the Brown Forman Trucking and LTL Vouching Training Update

Qualifications

• Approximately 18–24+ months of Accounts Payable experience or equivalent industry experience
• Previous experience in Accounts Payable, Accounts Receivable, Finance Operations, or a related function
• Strong understanding of invoice processing and vendor reconciliation
• Strong attention to detail and numerical accuracy
• Strong problem-solving and research skills
• Ability to independently investigate invoice and payment discrepancies
• Effective written and verbal communication skills
• Strong time-management, organization, and prioritization abilities
• Ability to manage multiple responsibilities and work effectively under deadline pressure
• Professional and solution-oriented communication style
• Ability to work independently while contributing effectively within a team
• Flexibility to work overtime when business needs require it

Requirements

• Typing speed of approximately 40+ WPM
• Strong 10-key data-entry skills, approximately 8,000 KPM
• Ability to process high volumes of financial information accurately
• Strong attention to detail when reviewing invoices, payment information, and vendor records

Preferred Qualifications

• Experience with NetSuite
• Experience with Concur
• Experience processing ACH payments, wires, check runs, and other vendor payments
• Experience with vendor onboarding and ACH maintenance
• Experience managing EDI invoices
• Experience with month-end accruals and prepayment reconciliation
• Experience working with freight, logistics, or LTL invoices
• Familiarity with purchase orders, shipment references, fulfillment numbers, and project-based billing
• Experience working in a high-volume corporate or B2B Accounts Payable environment
• Experience coordinating with Logistics, Billing, Finance, and other internal teams

Benefits

• 100% Remote Work – Work from the comfort of your home while collaborating with an international team and client.
• Health Insurance – Health insurance coverage provided through SafetyWing, beginning as soon as you are hired.
• Paid Time Off (PTO) – Enjoy paid time off to rest, recharge, and maintain a healthy work-life balance.
• Reliable Payroll – Consistent payroll administration and support from the Alia Services team.
• Dedicated HR Support – Access to our People Operations team for employment-related questions, support, and guidance throughout your time with us.
• Professional Growth – Opportunities to develop your skills, gain international experience, and grow professionally.
• Coaching & Feedback – One-on-one coaching, ongoing feedback, mentorship, and development opportunities.
• International Experience – Gain valuable experience working remotely with international companies and teams.
• Cross-Functional Development – Opportunities to expand your knowledge and gain exposure to different areas of the business.
• Equipment Coordination – Equipment support and coordination may be available depending on the position and client requirements.
• Ongoing Employee Support – From onboarding through your day-to-day employment, Alia Services serves as your dedicated partner throughout your experience with the client.