AP Specialist

Job Description

Job Description

** Position Summary **

WeldForce Group is seeking an organized and detail-oriented Accounts Payable Specialist to join our accounting team. This position is responsible for processing vendor invoices, maintaining accurate accounts payable records, reconciling vendor statements, preparing payments, and assisting with month-end accounting activities.

The ideal candidate has strong attention to detail, excellent organizational and communication skills, and the ability to manage a high volume of invoices and deadlines in a fast-paced environment.

** Essential Duties & Responsibilities **

• Receive, review, and process vendor invoices accurately and in a timely manner.
• Verify invoices for proper documentation, coding, pricing, and required approvals.
• Match invoices with purchase orders, receipts, and other supporting documentation.
• Enter invoices and payment information into the accounting system.
• Prepare and process payments, including checks, ACH payments, and other approved payment methods.
• Maintain accurate vendor files and accounts payable records.
• Review and reconcile vendor statements and research discrepancies.
• Communicate with vendors regarding invoice status, payment questions, missing documentation, and account discrepancies.
• Work closely with Accounting, Operations, Purchasing, and other departments to resolve invoice and payment issues.
• Monitor outstanding invoices and ensure payments are processed according to established payment terms.
• Assist with new vendor setup and verify required vendor documentation.
• Maintain W-9 forms and other vendor-related documentation.
• Assist with annual 1099 preparation and reporting.
• Assist with credit card and expense report reconciliation as needed.
• Support month-end and year-end closing activities.
• Maintain organized electronic and physical AP documentation for audit purposes.
• Assist with accounting audits by providing requested invoices, payment records, and supporting documentation.
• Follow company accounting procedures and internal controls.
• Maintain confidentiality of company, employee, client, and vendor financial information.
• Perform additional accounting and administrative duties as assigned.

** Qualifications **

• High school diploma or GED required; Associate's degree in Accounting, Finance, Business Administration, or a related field preferred.
• ** 3+ years of Accounts Payable or related accounting experience preferred. **
• Experience processing a high volume of invoices is strongly preferred.
• Knowledge of accounts payable procedures and basic accounting principles.
• Experience with accounting or ERP software preferred.
• Proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications.
• Strong data-entry and computer skills.
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to prioritize multiple responsibilities and meet deadlines.
• Strong written and verbal communication skills.
• Ability to research and resolve invoice and payment discrepancies independently.
• Ability to work effectively as part of a team in a fast-paced environment.

** Preferred Experience **

• Experience working in the staffing, industrial, construction, manufacturing, or oil & gas industry is a plus.
• Experience with vendor reconciliations, purchase orders, ACH/check processing, and 1099 reporting.
• Bilingual English/Spanish is a plus.

** Skills & Competencies **

• Accounts Payable
• Invoice Processing
• Vendor Management
• Account Reconciliation
• Data Entry
• Payment Processing
• Purchase Order Matching
• Microsoft Excel
• Attention to Detail
• Problem Solving
• Organization & Time Management
• Confidentiality
• Teamwork & Communication

** WeldForce Group is an Equal Opportunity Employer. **