Accounts Payable Coordinator
Mary Square, LLC
About Mary Square
Mary Square is a women-owned lifestyle and apparel brand inspiring women to live their yes. We offer apparel, statement jewelry, and meaningful gifts designed to uplift and connect. With bold original artwork and a passion for quality, we proudly serve over 4,000 boutiques across the U.S.
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About the Position
This person must be a self-starter, high energy individual with attention to detail and must be comfortable working in a fast-paced constantly changing environment and wearing multiple hats. The position reports to the Controller.
As a key member of the organization, this position will work cross-functionally. The role is expected to be hands-on. We are searching for a candidate that will maintain and improve processes to ensure that reporting is accurate, and appropriate controls are in place and adhered to.
Job Responsibilities:
Manage accounts payable
o Enter all vouchers and invoices into the A/P system.
o Process outgoing payments in compliance with financial policies and procedures.
o Manage new vendor and supplier entry and collect W-9s to support year-end filings.
o Light A/P related bookkeeping and recording for external entities.
o Prepare monthly A/P reports.
o Reconcile the A/P ledger.
o Verify and investigate discrepancies and reconcile vendor statements.
Expense management
o Reconcile credit card purchases and obtain proper approvals and receipts.
o Enter credit card charges into the A/P subledger by specific vendor .
o Code expenses to specific cost centers / departments as needed.
o Clarify any questionable invoice items, price discrepancies, or approvals.
o Manage office supplies and related purchases.
Bank Activity management
o Review daily bank activity – entering all auto draft transactions into the A/P system.
o Collect mail daily and send checks to A/R.
o Deposit and Scan checks .
o Reconcile bank statements.
Regulatory Compliance
o Verify sales tax data and filings with third party processor (Avalara) for each state.
o Royalty reporting.
o Annual 1099 filing & W-9 archive activities.
Inventory Payment processing
o Perform a three-way match of invoices to ensure accurate and timely payment.
o Reconcile foreign payments and wire requests.
o Reconcile Inventory deposits.
o Reconcile shipments received to prepayments.
o Monitor and modify Purchase Orders (PO) to reflect any changes made after a PO is entered (ex: pricing, additional charges, etc.).
What We'd Like to See in You:
· Proficiency in Excel, understanding data, VLOOKUP, and pivot tables.
· Associate or bachelor's degree in accounting and/or 2-5 years of experience in A/P roles
· Big picture mentality and ability to manage towards business growth.
· Familiarity with the financial processes and internal controls
· Creative thinking to suggest process improvements, including automation of processes. xhyhwjd
· Well organized, strong attention to detail, ability to prioritize and meet deadlines.
· Excellent communicator, strong interpersonal and analytical skills
· Proficiency in Microsoft Suite products (Excel, etc.)
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