Shadab Ahmad

Invoice Processing & Vendor Management Reconciliation & Reporting Compliance & Process Improvement

• Processed high-volume invoices related to mortgage operations, including third-party vendors, title companies, and appraisal services.
• Reviewed and verified vendor invoices against purchase orders, contracts, and service agreements, ensuring accuracy and compliance.
• Managed payment cycles for vendors supporting mortgage originations and servicing, ensuring timely disbursement and avoiding late fees
• Managed year-end 1099 preparation and filing for vendors, ensuring compliance with IRS regulations and company policies.
• Collected, verified, and maintained W-9 forms for all eligible vendors, ensuring accurate TIN matching and vendor classification.
• Monitored and maintained hazard, flood, and wind insurance coverage for mortgage loan portfolios to ensure continuous and adequate protection.
• Verified borrower-provided insurance policies met lender and investor guidelines (e.g., Fannie Mae, Freddie Mac, FHA, VA).
• Managed forced-place insurance processes for non-compliant loans, ensuring regulatory compliance and timely borrower notification.
• Reconciled mortgage-related AP accounts monthly, resolving discrepancies and preparing aging reports for management.
• Ensured proper GL coding and supported the month-end close process by providing accruals and AP reporting for mortgage operations.
• Assisted in preparing schedules for audits, focusing on vendor payments, loan-level expenses, and escrow disbursements.
• Ensured AP processes adhered to internal controls, SOX compliance, and company policy.
• Reduced invoice processing time by streamlining workflows and implementing digital invoice approval systems.
• Collaborated with finance and mortgage servicing teams to improve transparency and tracking of AP transactions related to mortgage closings.

• 7.4 years experience in Account Payable domain & US Mortgage, US Vendor Taxation1099's, 1042S, W9, W8 with Vendor Payments, Training & Development, MIS Reporting, Vendor On-Boarding, Client Relationships, Cross-Functional Coordination, Process Reviews, and Audits for ensuring adherence to Regulatory/ KYC Compliances, TAT and SLAs.
• Drove Continuous Process Improvement/ Automation, Vendor Setup, SLA Reporting, KPIs, Query resolution, and Team Building.
• As a Valuation Payment Team and first point of contact, managing/handling/ 18+ people in payments, and monitoring team's productivity, daily work allocation, leaves, and taking care of all process-related issues and their resolution on time, with zero defects disbursement approach.
• Supervised overall teams, Departmental projects, and Business Contingency plans.
• Yearly reconciliation of Vendor accounts and filing their tax 1099's & 1042S.
• Correction of tax forms based on information/changes shared by the vendors.
• Maintained a performance dashboard for the team and evaluate their performance every month.
• Weekly Governance calls discussing the issue and POA to mitigate the risk.
• Managing escalations and resolving them, preparing RCA for them.
• Maintained query tracker, ETY tracker, DTP, and sharing within the team.
• Maintaining a Dashboard for different AMCs with their performance along with their TAT on orders, monthly Payments, rush orders, etc.
• Customizing reports as per client requirement, supporting counterparts and onboarding team to understand components of reports, and emphasis on improvement in the overall process.
• Worked on projects with AMC to set up their accounts and monthly performance reporting.
• Preparation of aging report and process issues and presenting it on a weekly governance call.
• Simplified & Streamlined Processes by Quantifying work, re-defining TAT & continuously monitoring for the scope of Transformation &/or improvement to reduce Request Processing Time.
• Review, approve & provide sign-off on all Manual & Urgent Payments to ensure that correct payments as per the right payment modes and policy are released to the supplier on-time.
• Handling/monitoring and allocating group email box (Gmail) for all payments-related queries/issues and queries raised on Jira Ticket as well.
• Published monthly scorecards with error reports for each team member.
• Review ACH reconciliation biweekly. Monitoring ACH returned statements sent by the Banks and maintaining them in a tracker to reinitiate the payment with correct Banking details.
• Extract error report file from ACHworks, investigating it, and asking the concerned team to fix the issue.
• Reviewed daily EOD report to ensure all scheduled payment batches are executed timely without any misses to ensure remittance advice and amount totals are updated on Bank portals.
• Monthly payments dashboard creation and presentation.
• Ensuring all the mandatory training is completed by the team without any no-shows/misses.
• Ensuring all the errors for the team are being tracked, CAPA and RCA created and shared it with a monthly scorecard.
• If any duplicate payment is identified, ensure to inform management immediately and take the required action for the amount to be recovered.
• Worked on check returns and outstanding checks reports.
• Meeting the target of closing a minimum of 4 vendor statement reconciliations monthly.
• Conduct monthly PKTs to ensure knowledge transfer & cascade are 100%.
• Taking care of Vendor Tax and preparing 1099misc & 1042S tax forms for US vendors who are doing business with our client.
• Working on Levy notice for the vendor who is submitting their Tax to IRS when IRS notified us.
• Stop and reissue the stale dated checks from unclaimed accounts to vendors.
• Taking Required Action in PeopleSoft for Stop/Hold & Reissue Checks for the stale dated checks.
• Processing the invoices entered by the property and initiating the payment.
• Working on Stone River Tracker and Escheated checks to refund the Unclaimed amount to State Government.
• Entering journal vouchers for unreconciled items.
• Working on the Vendor Compliance reporting for the business done by them to Marriott and fetching the data for the Contracted, RNC, and NRNC from OnDemand Application and Peoplesoft.
• Sending Refund Checks to the related Business Unit.
• Weekly wire payments to CTAC vendors.
• Performed duplicate check activities for preventing actual duplicates through the ATCAT tool.
• Providing cleared/paid check images to the requester. Print the Bar Code for Each Transaction for audit purposes.
• Maintain Daily Tracker on Group Email Box. Maintaining an ETY tracker daily to know the productivity.
• Maintain query tracker and DTP and share within the team.
• Sending Due Diligence letter to the client. Entering journal vouchers for unreconciled items.
• Sending Refund Checks to the related Business Unit.
• Publishing Adhoc (Transport) reports every week for the entire PTP team.
• FTR (First-time resolution) Email audit report for the entire PTP team.
• Conduct daily team hurdles and provide new updates to the team & highlighting issues & resolved them within the timeline.
• Help and resolve customer escalations promptly throughout the email or call.
• Star Business Award Accenture | March 2018
• Star Performer Accenture | September 2017
• Mountain Movers BMTG | December 2021
• Created SOPs and updated them proactively whenever new updates are available.
• Submitted and Implemented process improvement-related ideas successfully.
• Created query log, Error log, non-editable cancel check request form, and tracker, ACH returned and WI RE recon tracker, email aging report, EOD report, and Payment tracker.
• Monthly report to the treasury for all ACH/Check/WIRE Payments.
• Imparted training to the new joiners and made a training plan for them.
• Conducting daily team meetings and sharing MOM.
• Maintained Daily FTR Tracker for Group Email Box.
• Maintained an ETY tracker daily to know the productivity.
• Maintained query tracker and DTP and share within the team.
• Weekly wire Payment to CTAC vendors in PeopleSoft.
• Fetched on Demand Report for stale dated checks and weekly import data.
• Approver Database report to audit for all the approvers set up in PeopleSoft to approve the invoices.
• Prepared Dashboards for the PTP Compliance team for Daily/Weekly/Monthly activity-wise.
• Prepared and publishing reports for Stop/Hold/Reissue vouchers for the day.
• Prepared a Control Chart for assessing risk in Compliance.
• Published Visual observations for PTP to check their daily derivatives.
• Monthly AMC Dashboard and performance reporting.
• PeopleSoft 9.1, One Source, Stone River, Onyx, Appraisal Scope, ACHworks, Tinman, QuickBase, On Base, DRS, Service Now Ticketing Tool, JIRA Ticketing tool, Windows SharePoint Services, Tally ERP 9, Power BI.
• Apart from the payments team, proving support to Expediting team in tracking and managing their workflow TAT.
• Also, support was provided to the Review team in managing their workflow and tracking the reports.
• Transitioned the AMCs and work on their performances, TAT, and Rush requests.
• Publishing the data weekly on Power BI and Google Dashboard.

• As a Transaction Process Analyst, worked on PeopleSoft ERP System for Multinational Partner (USA) and responsible for PTP Compliance Team UCP (Unclaimed property or Escheatment process), 1099 Tax Reporting, Vendor Compliance, and DASF (Disbursement Authorization Signature form).