Accounts Payable Accountant  

Job Description

The Accounts Payable Accountant verifies, and records invoices, manages vendor records, ensures financial compliance, resolves discrepancies, and supports smooth operations while assisting vendors and other departments.

Principal Tasks:

The Accounts Payable Accountant is responsible for processing invoices, managing vendor records, reconciling accounts, ensuring timely payments, maintaining compliance with financial policies, and supporting reporting and audit requirements.

Main Tasks:

• Manage the company inboxes, and follow up with vendors if invoices and/or onboarding forms are incorrectly submitted, ensuring compliance with company internal control requirements.
• Manage vendor requests, reminders, and inquiries, and follow up on outstanding vendor invoices.
• Reconcile supplier statements of accounts in IFS, investigating and resolving any discrepancies or issues.
• Timely uploading and scanning of FDA, ADMIN, and OPEX invoices into Tungsten AP Essentials, along with uploading FDA Excel template into IFS.
• Ensure accurate and timely processing of invoices for FDA, ADMIN, and OPEX, verifying approvals, coding expenses correctly, and maintaining compliance with company policies.
• Compile and upload supporting documents related to logistics partners, including Marintrans and DSV, ensuring completeness and proper documentation.
• Sending weekly follow-up or reminders to approvers for outstanding invoices or tasks that require their attention in IFS.
• Regularly update monitoring of disputed or on-hold invoices in the system, ensuring accurate tracking and reporting for accrual.
• Prepare and submit monthly invoice reports for LJAM and HCOL (e.g., PWC) for local compliance requirements.
• Update and send the weekly ATPI flight coding template to Crew Managers for cost allocation and upload the updated template to IFS on time.
• Review, verify, and update the monthly sending of Open PO lists of the Vessel Accountant.
• Assist in month-end and year-end closing activities by ensuring all invoices, payments, and reconciliations are completed accurately and on time.
• Collaborate with TSIs, Purchasers, Vessel Accountants, and the Corporate Accountants.
• Address vendor inquiries related to invoices and taxes.
• Review and complete customer registration sent by supplier.
• Review requisitions for completeness, specifications, budget and required documents.
• Registering vendor registration for Direct, Indirect and Agent by collecting, verifying, and entering new vendor details into the system, including vendor updates in IFS.
• Ensure all required onboarding forms (BPOF, BPAF, BPAF) and supporting documents are complete and accurate.
• Review and register new Business Partners categorized as below threshold, permitting exceptions to official forms if they meet the criteria outlined in company guidelines.
• Monitor the validity of supplier exemptions for those categorized as below threshold and initiate the official onboarding process if required.
• Regularly update the monitoring of new vendor registrations and updates, coordinating with the Payment Controller and/or Discipline Responsible to address any missing or incorrect documents.
• Organize and archive onboarding forms in and other supporting documents to eDocs for audits or internal reviews.
• Ensure all accounts payable processes comply with internal controls, financial regulations, and company policies.
• Provide insights and recommendations to improve current policies and procedures.
• Assist the team with ad-hoc tasks particularly in Purchase to Pay.

Minimum Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• 2–3 years of relevant work experience in Accounting, Accounts Payable, or a related field.
• Advanced proficiency in Microsoft Excel.
• Proficiency in written and spoken English.
• Knowledge of ERP systems.
• Experience in invoice processing, handling, and vendor interactions.
• Strong analytical skills and attention to detail.
• Excellent collaboration and communication skills.
• Ability to work independently and effectively as part of a team.
• Ability to manage priorities, work efficiently, and deliver high-quality results within agreed timelines.
• Professional, values-driven, and improvement-minded.
• Demonstrates energy, initiative, and a strong drive for results.
• Possesses a solution-oriented mindset and a proactive approach to problem-solving.
• Adaptable and able to work effectively in diverse environments and collaborate with stakeholders across different business cultures globally.
• Demonstrates a strong commitment to teamwork, accountability, and continuous improvement.
• Aligns with Höegh Evi's values and, where applicable, its leadership principles.