Accounts Payable Administrator

Schedule: Full-time, Monday–Friday Who We Are At UE Systems, we believe that every person, regardless of their industry, company size, experience, and budget, should have the tools and support to help their facilities operate more efficiently, reliably, and safely. We do this by providing a portfolio of ultrasound solutions designed to be versatile and simple to use. Since 1973, we’ve helped thousands of customers across the world prevent equipment failures, identify energy losses, and return home safe to their families, and we are just getting started. Join us as we continue to grow to support our mission in the relentless pursuit of customer excellence.

About the Role: UE Systems is looking for an organized, dependable Accounts Payable Administrator to join our Finance team at our Elmsford, New York location for a temporary 3–4 month assignment. This position offers the potential to transition into full-time, permanent employment based on successful performance and business needs. This is an in-person role focused on keeping invoices, employee expenses, and vendor records accurate, complete, and moving through the appropriate approval process. As part of the Finance team, you will support day-to-day administration, follow established procedures, track outstanding items, and flag questions or discrepancies for review. Success in this role means maintaining accurate records, processing invoices and reimbursements on time, and ensuring outstanding approvals and discrepancies are addressed promptly. Our People They Own Their Day: We do not micro-manage. Our team understands that some days may be longer while some may be shorter and that maintaining the right work-life balance is crucial in a non-traditional workday. They Believe in a Team Approach: They can’t be a master of everything. We have built a team based on the culture fit, which provided us with a diverse team of varying skill sets and experience. They rely on their team to support them and grow as an individual and as a team. They Always Look Through a Customer Lens: Every decision we make is through the lens of our customers. We ask, “What is the best decision for our customer?” before any decision is made. We put our existing customers before revenue.

Your Impact: Enter vendor invoices into Acumatica for domestic and international entities. Check invoices for complete supporting documentation, required approvals, and potential duplicates. Apply account, entity, and department codes using established guidelines, seeking direction when the correct coding is unclear. Track invoices awaiting information or approval and follow up with the appropriate employees. Enter employee expense reimbursements and check receipts and approvals against company procedures. Maintain accurate vendor records and collect required setup documentation, routing changes through the established approval process. Respond to routine vendor inquiries and help gather information to resolve invoice or payment discrepancies. Prepare routine expense allocation entries using established instructions. Gather records and reports to support sales and use tax reviews, filings, and audits. Maintain organized electronic records and suggest practical ways to improve administrative workflows. Support the Accounting Supervisor and Finance team with additional accounts payable and administrative tasks as needed. Your Experience Previous experience in accounts payable, bookkeeping, or financial administration, including processing invoices, maintaining financial records, or supporting accounting activities. Strong attention to detail and accuracy in data entry. Strong organizational and time management skills, with the ability to prioritize tasks, manage recurring deadlines, and follow up on outstanding items. Proficiency with Microsoft Excel and the ability to learn new accounting and business software. Previous hands-on experience using an ERP or accounting system to process invoices, maintain financial records, or support accounts payable activities. Able to follow coding and approval procedures and recognize when an issue needs further review. Clear, professional written and verbal communication with vendors and colleagues. Dependable follow-through and discretion when handling financial and employee information. Available to work in person at our Elmsford, NY location.

Nice to Have: Previous experience using Acumatica. Experience processing invoices for multiple entities or international operations. Experience reviewing and processing employee expense reimbursements. Familiarity with sales and use tax documentation or supporting financial audits.

Why Join Us? As an Accounts Payable Administrator, you'll have the opportunity to support our Finance team, contribute to the smooth operation of our business, and make a meaningful impact during your time with UE Systems.