Payables Specialist (Altamont)
Irwin, Altamont, IL, United States
Position Overview
The Payables Specialist is responsible for ensuring the accurate and timely processing of company liabilities, enabling the organization to secure necessary goods and services at optimal pricing while maintaining strong supplier relationships. This role plays a key part in maximizing cash flow efficiency, leveraging cash discounts, and ensuring prompt reimbursement of employee expenses.
Responsibilities
Accounts Payable Processing
Match supplier invoices to received purchase orders (POs) within the Plex ERP system.
Work collaboratively with Purchasing and Receiving departments to resolve pricing and receiving discrepancies.
Monitor and review cost discrepancies, ensuring financial accuracy.
Process invoices that are not tied to a PO in coordination with department leads.
Reconcile supplier statements, including reviewing unvoiced reports and addressing receiving issues or missing invoices.
Ensure proper application of sales/use tax on eligible purchases.
Determine and report monthly use tax for all PCard (procurement card) purchases.
Coordinate weekly pay runs (check, ACH, wire) in collaboration with the Controller.
Upload and attach supplier invoices into the Plex ERP system for record-keeping.
Process and reconcile monthly PCard reports against bank statements using Certify and upload into Plex ERP.
Review and validate Install and Outbound Freight reports across multiple locations.
Determine necessary close dates for Install and Outbound Freight accounts as applicable.
Supplier Maintenance & Payment Management
Maintain supplier records, including ACH details, contact information, and W-9 documentation.
Review and issue 1099s for applicable vendors.
Serve as the primary point of contact for supplier payment inquiries and issue resolution.
Expense Reporting & Employee Reimbursements
Assist employees with submitting and managing expense reports.
Review and approve employee expense and procurement card (PCard) reports for accuracy and compliance.
Support the management of the company PCard program in coordination with Mercantile Bank.
Upload and reconcile expense report information within the ERP system.
Administer the corporate credit card program, including issuing new cards and managing employee access.
Set up new employees in Plex, Certify, and the corporate credit card system as needed.
Qualifications
Minimum of 1-2 years in an accounts payable or related financial role.
Associate's degree in business or a related field preferred but not required.
Proficiency in ERP systems, with experience in Plex preferred.
Strong command of Microsoft Office Suite, particularly Excel.
Knowledge of expense management software such as Certify is a plus.
Strong attention to detail, organizational and analytical thinking skills required.
Why Irwin?
Founded in 1907, Irwin Seating is a fourth-generation, family-owned company with locations in Grand Rapids, Michigan and Altamont, Illinois. We bring people together to learn, create, and share meaningful experiences both within our teams and in the spaces we design. You’ll be part of a people-first team that believes in collaboration, growth, and doing the right thing. Here, you can build a career you love while growing alongside a company that feels like family.
Compensation:
The hourly range for this full-time position is $21.00 - $24.00 per hour. Individual pay is determined based on several factors, including but not limited to: relevant work experience, job-related knowledge, skills, and complexity of the role. Irwin is happy to offer a full comprehensive benefits package, with insurance coverage starting on the first day of employment.
FLSA Status:
Non-Exempt
The Payables Specialist is responsible for ensuring the accurate and timely processing of company liabilities, enabling the organization to secure necessary goods and services at optimal pricing while maintaining strong supplier relationships. This role plays a key part in maximizing cash flow efficiency, leveraging cash discounts, and ensuring prompt reimbursement of employee expenses.
Responsibilities
Accounts Payable Processing
Match supplier invoices to received purchase orders (POs) within the Plex ERP system.
Work collaboratively with Purchasing and Receiving departments to resolve pricing and receiving discrepancies.
Monitor and review cost discrepancies, ensuring financial accuracy.
Process invoices that are not tied to a PO in coordination with department leads.
Reconcile supplier statements, including reviewing unvoiced reports and addressing receiving issues or missing invoices.
Ensure proper application of sales/use tax on eligible purchases.
Determine and report monthly use tax for all PCard (procurement card) purchases.
Coordinate weekly pay runs (check, ACH, wire) in collaboration with the Controller.
Upload and attach supplier invoices into the Plex ERP system for record-keeping.
Process and reconcile monthly PCard reports against bank statements using Certify and upload into Plex ERP.
Review and validate Install and Outbound Freight reports across multiple locations.
Determine necessary close dates for Install and Outbound Freight accounts as applicable.
Supplier Maintenance & Payment Management
Maintain supplier records, including ACH details, contact information, and W-9 documentation.
Review and issue 1099s for applicable vendors.
Serve as the primary point of contact for supplier payment inquiries and issue resolution.
Expense Reporting & Employee Reimbursements
Assist employees with submitting and managing expense reports.
Review and approve employee expense and procurement card (PCard) reports for accuracy and compliance.
Support the management of the company PCard program in coordination with Mercantile Bank.
Upload and reconcile expense report information within the ERP system.
Administer the corporate credit card program, including issuing new cards and managing employee access.
Set up new employees in Plex, Certify, and the corporate credit card system as needed.
Qualifications
Minimum of 1-2 years in an accounts payable or related financial role.
Associate's degree in business or a related field preferred but not required.
Proficiency in ERP systems, with experience in Plex preferred.
Strong command of Microsoft Office Suite, particularly Excel.
Knowledge of expense management software such as Certify is a plus.
Strong attention to detail, organizational and analytical thinking skills required.
Why Irwin?
Founded in 1907, Irwin Seating is a fourth-generation, family-owned company with locations in Grand Rapids, Michigan and Altamont, Illinois. We bring people together to learn, create, and share meaningful experiences both within our teams and in the spaces we design. You’ll be part of a people-first team that believes in collaboration, growth, and doing the right thing. Here, you can build a career you love while growing alongside a company that feels like family.
Compensation:
The hourly range for this full-time position is $21.00 - $24.00 per hour. Individual pay is determined based on several factors, including but not limited to: relevant work experience, job-related knowledge, skills, and complexity of the role. Irwin is happy to offer a full comprehensive benefits package, with insurance coverage starting on the first day of employment.
FLSA Status:
Non-Exempt