Job Title: AP Operations Analyst
Location: Remote/Hybrid - USA
Reports to: Manager, AP Operations
Department Name: Finance Operations - AP
Job Type: Full Time, Non-Exempt
Compensation: Starting at $20/hour (Actual compensation is commensurate with job related knowledge, skills, experience, etc.)
Position Summary
The AP Operations Analyst is responsible for resolving invoice exceptions, payment discrepancies, and operational issues that impact the timely processing and payment of vendor invoices. Reporting to the Sr. Manager of AP Operations, this role serves as a key liaison between vendors, operations teams, sourcing, and finance partners to ensure accurate invoice processing, healthy vendor relationships, and uninterrupted service delivery for Rubicon customers.
The AP Operations Analyst manages invoice and work order backlogs, investigates payment and data discrepancies, supports AP aging management, and identifies root causes that impact payment processing. This position plays a critical role in maintaining operational continuity, improving process efficiency, supporting auto-vouchering initiatives, and ensuring vendors are paid accurately and on time.
Essential Duties & Key Responsibilities
• Manage invoice exceptions, work order backlogs, and unresolved payment issues for assigned customers and vendors.
• Investigate and resolve invoice discrepancies, short-payments, credits, duplicate invoices, and past-due balances.
• Partner with vendors and internal stakeholders to ensure invoice accuracy, compliance, and timely processing.
• Match invoices to appropriate work orders and supporting documentation to facilitate prompt payment.
• Monitor AP aging and proactively resolve issues to maintain account health and support uninterrupted vendor service.
• Investigate service interruptions and execute corrective actions to restore service and prevent recurrence.
• Identify, document, and escalate root causes of payment delays, invoice exceptions, and data discrepancies.
• Support auto-vouchering initiatives by identifying process gaps and recommending improvements to increase automation and efficiency.
• Maintain visibility into open work orders, invoice backlogs, payment status, and operational risks for assigned accounts.
• Communicate account status, issue resolution progress, and operational risks to management and key stakeholders.
• Collaborate with Finance Operations, AP, Sourcing, Operations, and Vendor Management teams to improve processes and service delivery.
• Support reporting, data analysis, special projects, and process improvement initiatives.
• Ability to travel and/or work onsite as needed.
• Performs other duties as assigned or apparent.
Supervisory Responsibilities:
• This position has no direct supervisory responsibilities.
• May assist with onboarding and training of new team members on AP Operations processes, systems, and procedures as assigned.
• Supports knowledge sharing and continuous improvement efforts within the AP Operations team.
• Serves as a resource for internal stakeholders and vendors regarding invoice exception resolution, payment status, and operational processes.
Experience & Qualifications:
• High school diploma required; Associate's or Bachelor's degree in Accounting, Finance, Business, Operations, or related field preferred.
• 1–3 years of experience in accounts payable, finance operations, customer service, vendor management, or a related operational role.
• Experience researching and resolving invoice discrepancies, payment issues, account reconciliations, or vendor inquiries preferred.
• Strong analytical and problem-solving skills with the ability to identify root causes and drive resolution.
• Demonstrated financial and operational acumen.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and high-volume workloads.
• Proficiency in Microsoft Office Suite, including Excel, Outlook, and data analysis tools.
• Experience with ERP systems, AP platforms, or workflow management tools preferred.
• Strong customer service and vendor relationship management skills.
• Excellent verbal and written communication skills with the ability to interact effectively with internal and external stakeholders.
• Ability to work independently while collaborating effectively across teams.
• Demonstrated initiative, accountability, and commitment to continuous improvement.
• Ability to thrive in a fast-paced, service-oriented environment.
Physical Demands and Working Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.
• While performing the duties of this job in a home office setting, the employee is regularly required to work on a computer for extended periods of time.
• Frequent use of a computer requires fine motor skills and hand-eye coordination.
• Ability to sit for extended periods while working from home or a designated workspace.
• Ability to perform tasks that require sustained attention and focus.
• Occasional lifting of materials up to 25 pounds.
• Travel to attend team meetings may be required.
• To facilitate working from home, and as a requirement for this role, the employee must provide reliable internet connection with sufficient bandwidth to execute all job functions and technology setup conducive to remote work. The company laptop will be provided.
• A quiet, distraction-free workspace is required for maintaining productivity.
• Collaboration with team members may occur through virtual meetings and communication platforms.
