Accounts Payable Specialist

At Catalina, the innovative spirit that has been part of our DNA for over 30 years is what we look for in the talented people we hire. This role reports to the Global Procure-to-Pay Manager and is instrumental in supporting a collaborative and engaged team to achieve maximum efficiency and quality in transactional processing. This position handles the invoice process for the America’s, from receiving to approving and paying PO and non-PO invoices using electronic systems, managing, and assisting the end-to-end expense report process for America’s, performing month end close tasks, providing excellent customer service to both internal and external departmental customers and participating in the improvement and implementation of relevant systems. Our team values ideas and suggestions to streamline and standardize the current processes and procedures and we collaborate cross-functionally to put them into practice. We build strong relationships with the rest of the organization to effectively support its purchasing needs, while following best practices. This role will be part of a fun, dynamic team that is focused on development and continuing education.

Responsibilities

• Efficiently manage the preparation and review of supplier invoices and associated documentation within the electronic invoice processing system. Ensure accuracy in entering and verifying invoice header details, as well as determining correct coding, while providing backup support for invoice coding when necessary. Collaborate with business function leaders or accounting to maintain streamlined and accurate financial processes and ensure compliance with company standards and financial regulations.

• Match invoices to purchase order details, collaborate with procurement to resolve any match exceptions promptly and effectively, while ensuring seamless processing and accuracy in financial transactions.

• Conduct thorough review and audit of employee expense reports to ensure compliance with the Corporate Travel & Expense Policy in a timely manner, promoting adherence to financial guidelines and minimizing risks associated with non-compliance.

• Serve as the administrator for Catalina accounts with AMEX, Concur Travel, and Uber for Business. Effectively manage these accounts by promptly activating and cancelling employees' accounts as needed, ensuring appropriate and timely access. Additionally, monitor overall account activity to maintain compliance and security measures, fostering efficient financial management and mitigating potential risks.

• Monitor and review metrics related to policy adherence, credit card transactions, delinquencies, manager approvals, overall spend, and spend limits in collaboration with management. Recommend revisions to Travel and Expense policy, procedures, and guidelines based on identified trends and areas for improvement to enhance compliance and align with organizational goals.

• Develop and maintain user training guides for travel and expense reimbursement processes. Conduct educational sessions to equip employees with the knowledge and skills required to navigate and adhere to these processes effectively, ensuring compliance and efficiency across the organization.

• Execute periodic settlement runs to facilitate timely and accurate payments to the Corporate Card company, employees, and suppliers. This contributes to seamless cash flow management while cultivating and sustaining positive relationships with both suppliers and employees.

• Record Americas’ direct debit and wire payment transactions in Workday.

• Efficiently manage incoming internal and external inquiries via email, ensuring timely responses and escalation when necessary. Conduct thorough research of supplier accounts to provide accurate and comprehensive responses, facilitating effective communication and resolution of inquiries.

• Generate subledger to ledger reconciliation, supplier open balances, receipt accruals, and financial aging reports for month-end reporting and distribute these reports to key financial stakeholders promptly to facilitate accurate financial statements.

• Support weekly cash flow forecast report by summarizing the accounts payable subledger information in a prescribed format in order to facilitate the weekly cash forecast preparation allowing treasury to manage Catalina’s cash flow.

• Promote continuous improvement by actively supporting management initiatives, system upgrades, and new system implementations. Contribute to the development and documentation of new processes to enhance efficiency and effectiveness across the organization.

• Regularly create and update departmental process documentation to ensure accuracy, streamline operations, enhanced clarity, and support efficient decision-making and knowledge transfer within the organization.

Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field.

• Minimum 3 years’ experience in global shared service environment handling all aspects of the accounts payable process and overseeing travel and expense management process. Understanding of Costa Rica accounts payable and travel and expense management process is a plus.

• Demonstrated experience in efficiently managing invoice processing, expense report auditing, and vendor account management.

• Experience with ERP, invoice processing systems, travel and expense management tool and corporate credit card program management. Experience with Workday, Ascend, AMEX and Appzen systems preferred.

• Intermediate proficiency in Microsoft Excel.

• Demonstrated commitment to continuous improvement and process enhancement within accounts payable functions.

• Proven ability to identify inefficiencies, recommend enhancements and implement process improvements.

• Strong problem-solving skills with a focus on streamlining operations for greater efficiency and effectiveness.

• Ability to effectively communicate with internal stakeholders, external vendors, and employees.

• Track record of developing and maintaining Standard Operating Procedure (SOP) documentation for accounts payable.

• Experience in conducting training sessions or developing user training materials is preferred.

• Proven ability to meet deadlines and work under pressure in a fast-paced environment.

• Demonstrated ability to troubleshoot issues, resolve discrepancies, and escalate when necessary.

• Experience collaborating cross-functionally with various departments such as procurement, accounting, and management.

• Ability to work collaboratively in a team environment and contribute to a positive work culture.