Accounts Payable Coordinator

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Compensation Grade

The Accounts Payable Coordinator is responsible for processing invoices via the SAP System, for goods and services, employee expense reimbursements, and for all user maintenance of the Payables systems. This includes all aspects of the payable process including invoice processing, Scanning, Indexing, Account Coding, Invoice Filing, Issue Resolution and responding to inquiries from vendors and internal customers.  This role maintains full control over the daily AP operations including problem resolution, adhering to established internal controls, and has decision making that can affect the company’s cash flow. The Accounts Payable Coordinator is not only empowered, but is expected, to effect change through improvements to processes and procedures that help steer the company towards operational excellence, while providing the highest level of service with the resources that have been allocated to the process.

Environment:

Internal:

• Adherence to INEOS payment processes
• Timeliness of PR, PO Invoice processing/submission
• Vendor contractual terms and conditions
• Responsiveness of personnel
• Procure to spend process

External:

• External Audits
• Customers
• Vendors
• Other INEOS businesses

Accountabilities of the job:

Accountability 1: SHE Excellence

• This position – and all positions – with the INEOS requires that the incumbent commit to learning, following, and practicing INEOS 20 Principles of Process & Behavioral Safety as applicable to the position.  These Principles are posted throughout each facility and each employee must also commit to following INEOS’ Life-Saving rules on a daily basis.

Accountability 2: Invoice Processing

• Ensure invoices (up to 100 per day) are posted timely and accurately in SAP and authorized within the Delegation of Authority.
• Route invoices to the appropriate department timely, liaising and educating stakeholders to ensure the correct cost center, WBS elements and GL account are assigned in accordance with Company policy.
• Liaise with the Procurement department to ensure the goods and services are entered timely to ensure prompt processing and payment.
• Verify banking information, payment terms, purchase order data, and other key fields on every invoice prior to posting to prevent payment errors.
• Review open purchase orders to ensure balances are current, payable and in the correct currency.

Accountability 3: Data Management

• Work with the Procurement team to maintain master data in SAP with approved authorization.
• Maintain the supplier accounts ensuring they are current and reconciled to supplier statements. Resolve any aged creditors, escalating where necessary.
• Resolve discrepancies on vendor accounts by investigating SAP
• Build and maintain good working relationships with key suppliers and organizations including external auditors. 

Accountability 4: Reporting / Compliance

• Generate and analyze AP reports to provide insights into financial performance and process effectiveness. Use data to recommend and drive process optimizations.
• Ensure adherence to internal controls and compliance with relevant laws and regulations. Conduct regular audits to verify the integrity and accuracy of AP transactions.
• Oversee regular reconciliation of the AP subledger to the general ledger, prepare and review AP aging reports and other relevant financial reports, and assist in month-end and year-end closing activities.
• Provide cash forecasting information for weekly and monthly cash flow reporting.

Accountability 5: Accounts Payable Process

• Develop, and update policies & procedures, seeking best practices within the local, global and INEOS-wide AP teams.
• Identify and develop opportunities to standardize the AP processes, promote the sharing of best practices within the local and global finance organization and seeking continuous improvements.
• Design and provide training for stakeholders in the business to maximize AP efficiency for goods and service receipting to enable prompt invoice processing.
• Process business expenses for all Texas City employees, ensuring only business claims are expensed and approved in accordance with the Delegation of Authority.
• Prepare payment proposals to ensure all creditors are paid on time while maximizing available credit terms.
• Complete Balance Sheet Assurance for accounts payables and reconcile relevant balance sheet accounts on a monthly basis.
• Work with other functions to provide information, share knowledge and understanding of data as and when required.

Accountability 6: Finance Support

• Assist Cost Analysts and other colleagues with Month End Close and Year-end close.
• Assist Cost Analysts with Capital Expenditures as needed.
• Assist Cost Analysts in planning accounting cash fixed cost budget.
• Undertake any projects as assigned by Finance Controller.
• Backup responsibilities for team members.
• Join ad-hoc project teams in order to help INEOS Acetyls achieve specific goals.
• Any other finance duties as they arise.

Required profile:

Level of Education & Knowledge:

• Bachelor’s degree in Accounting or Finance or 5 + years of relevant experience in accounts payable processing with HS Diploma.
• 3+ years SAP experience required.

Experience & Technical Skills:

• Intermediate user of Microsoft Excel to filter, compile and analyze data.
• Knowledge and proficiency in finance and accounting principles.
• The ability to manage conflicts between suppliers, internal customers, and/or other team members is essential.

Competencies & Behavioral Skills

• The position requires a high degree of organizational skills, procedural discipline, and follow-through.  The AP Coordinator must use good judgment in making decisions and ask for the intervention of a direct supervisor when appropriate.
• Proactive and have strong interpersonal and communication skills to resolve issues and present information effectively and persuasively, with the skill of negotiating both internally and externally.
• Ability to translate ideas into action, and gain the respect and cooperation of team members.
• Aptitude to identify and respond to stakeholder needs.
• Attention to detail.
• Ability to work under significant time pressure and still deliver a reasoned outcome.
• Strong commercial and analytical skills and strong level of commercial awareness.