Ramp Accounts Payable & Purchase Order Matching Specialist

Ramp Accounts Payable & Purchase Order Matching Specialist

Company: World Class Industrial Supply
Position Type: Remote, Part-Time
Hours: Approximately 20–40 hours per week
Schedule: Must have some availability during U.S. Central Time business hours

Position Summary

World Class Industrial Supply is seeking a detail-oriented Accounts Payable and Purchase Order Matching Specialist to review vendor invoices before payments are approved.

The primary responsibility of this position is to ensure that every vendor invoice accurately matches the corresponding purchase order and, when applicable, the items received. The specialist will work primarily in Ramp and NetSuite to identify pricing errors, quantity discrepancies, duplicate invoices, incorrect freight charges, tax issues and other billing differences.

This position will prepare accurate bills for approval but will not have authority to release payments or modify vendor banking information.

Primary Responsibilities
Review vendor invoices submitted through Ramp.
Match each invoice to the corresponding purchase order in NetSuite or Ramp.
Perform two-way and three-way matching between purchase orders, vendor invoices and item receipts.
Verify vendor name, PO number, manufacturer part number, item description, quantity, unit price and invoice total.
Confirm that billed products were received before routing invoices for payment.
Review freight, shipping, handling and sales-tax charges.
Identify duplicate invoices, duplicate charges and invoices billed against the wrong PO.
Confirm that partial shipments and partial invoices are correctly documented.
Place invoices with discrepancies on hold.
Communicate with purchasing, receiving and vendors to resolve discrepancies.
Request corrected invoices or vendor credits when necessary.
Attach supporting documents and notes to bills in Ramp.
Properly code vendor bills using the correct general ledger account, department, location or class.
Route fully matched bills to management for final payment approval.
Maintain a clear record of unresolved invoice discrepancies.
Provide a weekly report of invoices on hold, missing receipts, vendor credits and pricing differences.
Help reconcile vendor statements and identify missing or unpaid invoices.
Required Qualifications
Previous accounts payable or vendor invoice reconciliation experience.
Experience using Ramp Bill Pay.
Experience working with purchase orders and vendor invoices.
Understanding of two-way and three-way PO matching.
Strong attention to detail and accuracy.
Ability to identify pricing, quantity, tax and freight discrepancies.
Strong written English communication skills.
Ability to communicate professionally with U.S.-based vendors.
Experience using Microsoft Excel or Google Sheets.
Reliable computer and internet connection.
Ability to handle confidential financial and vendor information.
Preferred Qualifications
Experience using NetSuite.
Experience with inventory-based or industrial distribution companies.
Familiarity with item receipts, partial shipments, backorders and vendor credits.
Experience reconciling vendor statements.
Understanding of general ledger coding and accounts-payable controls.
Experience working remotely with a U.S.-based company.
Required Invoice Review Process

For every vendor bill, the specialist must confirm:

The vendor invoice matches the correct purchase order.
The manufacturer part numbers and descriptions are correct.
The quantities billed do not exceed the quantities ordered or received.
Unit prices match the approved purchase order.
Freight and additional charges are authorized.
Sales tax is correct and appropriate.
The invoice has not previously been entered or paid.
Any discrepancies are documented and resolved before payment approval.
Supporting documents are attached in Ramp.
The invoice is routed to management for final approval.
Financial Controls

This position does not have authority to:

Approve or release payments.
Schedule payments.
Change vendor banking information.
Approve their own work.
Create new vendors without management approval.
Modify approved purchase orders.
Increase purchase-order amounts.
Override invoice discrepancies without written approval.

Final payment approval will remain with company management.

Performance Expectations

Success in this role will be measured by:

Accuracy of invoice-to-PO matching.
Number of billing discrepancies identified before payment.
Timely processing of vendor invoices.
Proper documentation of discrepancies.
Reduction in duplicate payments and vendor overcharges.
Accuracy of Ramp and NetSuite records.
Timely resolution of invoices placed on hold.
Application Requirements

Please include the following with your application:

A brief description of your Ramp Bill Pay experience.
A description of your NetSuite experience.
Your experience performing two-way or three-way PO matching.
An example of an invoice discrepancy you identified and resolved.
Your available working hours in U.S. Central Time.
Your desired hourly rate.
The word “MATCH” at the beginning of your application so we know you read the complete job description.