Accounts Payable Assistant

Help us insure it

Tokio Marine HCC is a global industry-leading specialty insurance group, backed by the strength and stability of the Tokio Marine Group. Offering over 100 classes of specialty insurance, we empower clients to pursue opportunities confidently through our “Mind Over Risk” philosophy. More than an insurance company, we are an organization built on innovation, unity, and trust.

At our core, we are Always Advancing, driven by innovation and an entrepreneurial spirit that keeps us moving forward. Our people are Experts in Tomorrow, using curiosity and smart working to anticipate what’s next. With a culture rooted in Reaching Out, we foster genuine collaboration and support, ensuring every individual has the opportunity to succeed and make a difference.

Role Overview

Status:  Non-exempt, Part-time (Benefits Eligible)
Hours Per Week:  30
Schedule:  Monday-Friday; 6 hour day

Tokio Marine HCC – D&O Group is seeking a highly organized, detail-oriented, dependable person. This role is well-suited for someone who takes ownership of their work, communicates effectively, and is interested in continuing to develop their knowledge of Accounts Payable systems, processes, and procedures.

Under supervision, the Accounts Payable Assistant supports day-to-day accounts payable and claims payment activities, ensuring invoices and payment requests are accurately entered, validated, approved, processed, and reconciled. The role communicates with vendors, providers, insured members, customers, and internal departments to resolve payment-related questions and supports accounting and claims team requirements, reporting, documentation, and special projects.

Key Responsibilities

·         Maintain vendor and payment documentation; route, scan, organize, and retain invoices and supporting records.

·         Set up invoices and claims payment requests; perform data entry and create payment vouchers using applicable accounting and internal software systems.

·         Code, review, and process invoices, validating required approvals, coverage and/or benefit limits, authorization requirements, and supporting documentation before payment submission.

·         Use internal tools and accounting systems to validate and cross-check data entries for accuracy and completeness.

·         Prepare and process payments, including electronic transfers, wires, and check runs, and match checks to supporting documentation as applicable.

·         Research payment-related issues and respond to inquiries from vendors, providers, insured members, customers, and internal departments.

·         Coordinate with other departments to resolve invoice, payment, approval, accounting policy, and procedural questions.

·         Maintain personal diaries, notes, follow-up items, and deadline dates to ensure timely completion of assigned work.

·         Review accounting ledgers, verify and post account transactions, and complete weekly, monthly, and quarterly accounts payable reconciliations as assigned.

·         Prepare journal entries as needed and support monthly and annual close activities.

·         Review employee expense reports from a compliance and accounting standpoint

·         Follow established work plans and timelines, meet deadlines, maintain a high level of accuracy and productivity, and comply with company policies, authorization requirements, and business controls.

·         Develop effective service relationships with internal and external customers and safeguard company information and assets.

·         As experience develops, assist with orienting or training less experienced employees when requested.

Performance Objectives

Within the First 30 Days

·         Training and Orientation: Complete mandatory training and become familiar with company policies, procedures, authorization requirements, claims/accounts payable workflows, and applicable accounting and internal software systems.

·         Role and Process Knowledge: Develop an understanding of invoice intake, claims payment processing, vendor/provider documentation, approvals, coverage and/or benefit-limit validation, payment methods, and escalation procedures.

·         Initial Task Execution: Begin handling basic accounts payable and claims-processing tasks under supervision, including invoice setup, data entry, scanning, routing, voucher creation, coding, approval validation, and data cross-checks.

·         Organization and Communication: Establish a reliable diary/follow-up process, meet assigned deadlines, and begin communicating professionally with team members and internal/external contacts regarding routine invoice and payment questions.

Within the First 60 Days

·         Independent Task Execution: Manage a broader range of accounts payable and claims payment activities with reduced supervision, demonstrating accuracy, timeliness, and reliability.

·         Payment and Reconciliation Support: Process assigned electronic payments, wires, and/or check activities; review ledger transactions; participate in account reconciliations; and prepare supporting information or journal entries as assigned.

·         Issue Resolution: Research and resolve routine invoice and payment discrepancies and coordinate with vendors, providers, insured members, customers, and internal departments to obtain missing information or clarify requirements.

·         Claims and Accounting Support: Contribute to monthly reconciliation, client reporting, quality checks, documentation requirements, close activities, and ad hoc projects.

·         Process Improvement: Identify practical opportunities to improve workflow efficiency, documentation, controls, or error prevention and communicate suggestions to the supervisor/team.

Within the First 90 Days

·         Full Competency: Demonstrate full working competency in assigned accounts payable and claims payment responsibilities, completing routine tasks independently, accurately, and within established timelines.

·         End-to-End Ownership: Take ownership of assigned invoice/payment processes from receipt and validation through payment processing, follow-up, reconciliation, and issue resolution, escalating exceptions appropriately.

·         Accounts Payable Mailbox: Assume joint responsibility for the Accounts Payable mailbox, responding to and routing invoice-related inquiries from vendors, providers, and internal departments in a timely and professional manner.

·         Controls and Close Support: Consistently follow authorization policies and business controls, support monthly/annual close and reconciliations, and report control issues or exceptions to the appropriate supervisor or manager.

·         Process/Project Ownership: Take ownership of designated processes or special projects, demonstrate initiative and sound organization, and contribute to team knowledge sharing or training support as appropriate.

What You Bring

• High school diploma or equivalent required; associate degree in accounting, finance, business, or a related field preferred.
• 1–3 years of experience in accounts payable or a similar accounting support role.
• Strong teamwork and collaboration skills

What We Offer

• Competitive salary and comprehensive benefit package
• Strong learning culture with ongoing development opportunities
• Opportunities for growth and career advancement
• Comprehensive medical, vision, and dental coverage, with eligibility beginning on your first day of employment
• Basic life and disability insurance
• 401(k) plan with 6% company match
• 20 days of PTO, two floating holidays, approximately 11 paid holidays, and volunteer time off
• Paid parental leave
• Access to our award-winning wellness program, including mental health services, fitness network membership, and a complimentary Headspace subscription
• Student loan matching program
• Employee discount program
• An opportunity to do meaningful work and love what you do

Pay Transparency

The pay range for this position is  $20/hr. - $25/hr. which includes geographic adjustments, where applicable. The pay range is the range THMCC, in good faith, believes is the range of compensation for this role at the time of this posting. The hired applicant will be offered pay within the entire range based on the candidate’s geographic location, qualifications, work experience, education, and/or skill level. The Company is fully committed to ensuring equal pay opportunities for equal work regardless of color, race, sex, national origin, sexual orientation, religion, age, veteran status, disability, pregnancy, citizenship status, genetic information, or any other basis protected by federal, state, or local pay equity laws.

Disclaimer

As an insurance company, we comply with certain federal, state and local laws such as the Violent Crime Control and Law Enforcement Act of 1994 (18 USC § 1033(e)), which restricts our ability to employ individuals with certain types of criminal convictions. Where not restricted by law and for criminal history not covered by this law, the Company will consider qualified applicants with arrest or conviction history in compliance with applicable law.

About Us

Tokio Marine HCC is a leading specialty insurance group with offices in the United States, the United Kingdom, Europe, and other locations. We provide specialized insurance products that enable our clients to pursue opportunity with confidence.

Equal Opportunity Employer

TMHCC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship, color, family or medical care leave, gender identity, genetic information, marital status, medical condition, national origin, physical or mental disability, protected veteran or military status, race, ethnicity, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable local laws, regulations and ordinances.