Accounts Payable Associate

ZEISS in India

ZEISS in India is headquartered in Bengaluru and present in the fields of Industrial Quality Solutions, Research Microscopy Solutions, Medical Technology, Vision Care and Sports & Cine Optics.

ZEISS India has 3 production facilities, R&D center, Global IT services and about 40 Sales & Service offices in almost all Tier I and Tier II cities in India. With 2200+ employees and continued investments over 25 years in India, ZEISS’ success story in India is continuing at a rapid pace.

Further information at ZEISS India.

Purpose of this position / Position summary

We are looking for a detail-oriented Accounts Payable & Travel Expense Associate to manage end-to-end employee Travel & Expense (T&E) processing through SAP Concur and Accounts Payable Invoice Processing operations. The role carries focus on Travel & Expense operations and Accounts Payable activities, ensuring timely processing of employee expense claims, vendor invoices, payment coordination, reconciliations, documentation, compliance, and month-end support.

The position requires strong attention to detail, process discipline, stakeholder coordination, and the ability to operate effectively in a shared services finance environment.

Primary duties and responsibilities

Travel & expense (T&E) operations

• Process employee travel and expense claims through SAP Concur within defined service level agreements.
• Review expense claims for policy compliance, approvals, supporting documents, GST applicability, expense coding, and reimbursement eligibility.
• Validate travel-related expenses, hotel invoices, transportation expenses, meal claims, and miscellaneous reimbursements.
• Process manual expense claims, travel advances, refunds, employee reimbursements, and advance settlements.
• Prepare and support Concur payment batches and employee reimbursement settlements.
• Coordinate with employees to resolve claim discrepancies, missing approvals, supporting documentation, and policy exceptions.
• Perform corporate credit card reconciliations, outstanding balance follow-up, and expense validation.
• Monitor pending claims, rejected claims, aged claims, and employee settlement status.
• Maintain accurate documentation, audit trails, and expense records.
• Support month-end activities, expense accruals, provisions, reporting, and period-end closures.
• Generate employee expense reports and assist in expense analytics and management reporting.

Accounts Payable Invoice Processing

• Receive, verify, and account vendor invoices and supporting documentation.
• Process PO and non-PO invoices within defined turnaround timelines.
• Perform invoice verification and 3-way matching.
• Track invoice exceptions, rejected invoices, and pending documentation.
• Coordinate with Procurement, Warehouse, and business users for invoice clarifications and documentation closure.
• Maintain invoice processing trackers and monitor invoice movement across different processing stages.
• Ensure timely submission of invoices for accounting and payment processing.

Vendor Coordination & Employee Query Handling

• Respond to employee queries related to expense claims, reimbursements, travel advances, Concur submissions, and payment status.
• Acknowledge and respond to vendor queries regarding invoice status, payment status, missing documentation, and invoice processing.
• Coordinate with internal stakeholders for claim approvals, invoice resolutions, and documentation completion.
• Escalate complex payment, reconciliation, compliance, or system issues to the AP Lead.
• Maintain professional and timely communication with employees, vendors, and business stakeholders.

Reporting, compliance, month-end & system support

• Maintain AP and T&E processing trackers, outstanding reports, employee reimbursement records, invoice ageing, and payment status reports.
• Generate routine MIS and operational reports from SAP and SAP Concur to support management reporting and month-end activities.
• Ensure employee expense claims and vendor invoices are supported by required approvals, documentation, and compliance with company policies, GST, and TDS requirements.
• Perform duplicate claim and invoice checks and maintain audit-ready documentation for AP and T&E transactions.
• Support month-end closure activities including expense accruals, provisions, open invoice and claim tracking, advance reconciliations, GR/IR follow-up, AP ageing, and reimbursement reconciliation.
• Process and maintain AP and T&E transactions in SAP and SAP Concur, ensuring data accuracy, documentation integrity, and support for system and process improvements.

• B.Com / M.Com or equivalent.
• 2-4 years of experience in Travel & Expense (T&E), Accounts Payable, Finance Operations, or Shared Services.
• Hands-on experience in SAP Concur Travel & Expense processing is strongly preferred.
• Working knowledge of SAP or SAP S/4HANA.
• Good understanding of employee reimbursement processes, corporate credit card reconciliations, and travel policy compliance.
• Basic knowledge of GST and TDS documentation requirements.
• Good knowledge of MS Excel and finance documentation management.
• Strong attention to detail, organizational skills, and process discipline.
• Good communication and stakeholder coordination abilities.
• Ability to manage parallel AP and T&E processing workloads within defined service levels.

Your ZEISS Recruiting Team: