Accounts Payable Administrator

$65,000 - $70,000/Yr

Barnes & Noble - Westbury, NY

Full-time

Westbury, NY

5,001-10,000 employees

Sporting Goods, Hobby, Musical Instrument, Book, and Miscellaneous Retailers

About the position

Barnes & Noble is the world's largest retail bookseller and the leading retailer of content, digital media, and educational products. We operate over 600 Barnes & Noble bookstores in 50 states and one of the web's premier e-commerce sites, bn.com. Our Nook Digital business offers a lineup of popular NOOK® tablets and eReaders and an expansive collection of digital reading content through the NOOK® store. We're proud to be an industry leader, consistently recognized for excellence in quality and customer service in our stores and online at bn.com. An employee in this position can expect a starting rate between $65,000 - $70,000 annually, depending on experience, seniority, geographic locations, and other factors permitted by law. We are seeking an Accounts Payable Administrator to join our growing team! This role is responsible for reviewing and maintaining all vendor accounts related to a diverse Specialty Payable Department which includes Newsstand, Café, Café LLC, Bookfairs, and Sterling Payables; running weekly and monthly reporting for analysis and maintenance purposes; and ensuring vendor accounts are current with no outstanding balances.

Responsibilities

• Assume responsibility for all Café payables by effectively and independently resolving problems and responding to supplier inquiries.
• Prepare Excel invoice files and process paper invoices, adjustments, and credits received from café vendors, verifying for accuracy and submitting for upload in Oracle.
• Monitor the Café Invoices email box for incoming store approved invoices and review Café vendor's weekly statements to resolve any outstanding issues.
• Review and reconcile daily Control Total reports and work closely with café business owners on setting up additional Café vendors.
• Assist and respond to all NYC office inquiries related to the Concur Invoicing system and back up for all Café EDI and Café DC supplier tasks.
• Review Café LLC supplier's weekly statements and resolve any outstanding issues to ensure supplier accounts are current, monitoring all alcohol vendor accounts closely.
• Review Concur system daily to ensure that invoices were assigned correctly, making necessary corrections and reviewing rejected invoices.
• Ensure that proper approvals and GL breakdown are noted on the paper invoice(s) and work closely with NYC office and restaurant vendors for vendor set-up purposes.
• Research and respond to Bookfair Payment Inquiry emails daily and process necessary forms to ensure timely payment.
• Maintain weekly reporting for unpaid bookfairs and process manual additions at the request of the NYC office or store.
• Assist with vetting calls with suppliers and ensure prompt receipt of all summary and POS to pay files for Newsstand payables.
• Support and contribute documentation to internal and external auditors, providing feedback during audit testing for SOX compliance.

Requirements

• Degree plus two to four years of Accounts Payable experience preferred.
• Strong knowledge of Microsoft Office (Excel, Word, Outlook, etc.) is required.
• Knowledge of Concur and Oracle preferred.
• Strong multi-tasking and problem-solving skills.
• Team player with ability to prioritize and work in a fast-paced environment.
• Strong interpersonal and communication skills as well as exemplary customer service skills required.
• Highly motivated and can work well both independently and cooperatively.