AP Analyst

  • New York, NY
  • Intern

Company Description

Marc Jacobs International

Job Description

The Accounts Payable Analyst reports on and processes invoices related to the purchase of inventory from fabric vendors and contract manufacturers, freight carriers, US Customs and service commissions on purchases.  The analyst will provide Cost of Goods Sold (COGS) reporting for the Cost Accounting team while ensuring adherence to our standards for a 3-way match (PO/Vendor Invoice/Receiver), application of account coding and allocation of costs.  The analyst will seek and evaluate ways to improve the performance and operating efficiency for processing inventory invoices.       

Responsibilities

1)      Perform the day to day processing of accounts payable transactions to ensure company purchases, freight, duties and commissions are recorded in an effective, timely and accurate manner and that invoices are paid on time.  Main activities include but are not limited to:

  1. Receive invoices and ensure digital archive is set up and preserved
  2. Verify invoices based on traditional three way matching principles
  3. Audit vendor invoices ensuring proper authorization and GL account coding norms are respected
  4. Accurately enter invoices into Accounts Payable system for payment
  5. Run daily payment groups and prioritize vendor payments by due date
  6. Work with vendors and internal partners to resolve quantity and/or price discrepancies and credit memos
  7. Monitor accounts to ensure that payments are up to date and the company is in good credit standing with key vendors

2)      Respond to inquiries from vendors, accounting and finance staff and production management in a timely fashion

3)      Develop strong working relationships with vendors, approvers and other internal contacts

4)      Review vendor invoices for proper tax treatment (i.e. self-assess tax, 1099 reporting) 

5)      File invoices in a timely manner and ensure confidentiality and security of financial and employee documents

6)      Provide reporting and administrative support on an ad-hoc basis including:

  1. Maintain complete invoice files by vendor
  2. Supporting audit (internal/external) and reporting requirements for invoice related data 
  3. Provide payment details and support to internal contacts and vendors

7)      Provide technical support on how to use the company’s AP system to internal users

Qualifications

1)      Must have, at least, 5 years in accounts payable handling manufacturing factory vendors, freight carriers and US Customs, or 1-3 years cost accounting experience

2)      Knowledge of Accounts Payable and maintaining general ledger systems

3)      Knowledge and experience with 3-way matching, updating PO status and resolving quantity/price variances

4)      Knowledge and experience in handling vendor payments for factory vendors, freight carriers, US Customs and purchase commissions

5)      Attention to detail and ability to maintain a high level of accuracy when entering invoices and generating/analyzing reports for Cost of Goods expenditures

6)      Ability to critically audit expenses for proper GL coding

7)      Ability to maintain focus and work under time constraints, tight month-end deadlines

8)      Excellent written, verbal and listening/communication skills required when dealing with external vendors and internal contacts always ensuring appropriate representation of Marc Jacobs

9)      Working knowledge of Microsoft Suite (i.e. Excel, Word), Lotus Notes

10)   Experience with automated accounting systems (Microsoft Dynamics AX, SAP, Oracle)

11)   General understanding of accounting practices and principles

12)   Education in or a background in accounting preferred

Additional Information

All your information will be kept confidential according to EEO guidelines.