Accounts Payable Specialist

Accounts Payable Specialist

Quintairos, Prieto, Wood & Boyer, P.A. (QPWB), a multi-office national defense firm and the largest minority owned law firm in the United States, is seeking an Accounts Payable Specialist to join our Accounting Department. This is a full-time position offering a competitive salary and comprehensive benefits package.

About the Role

The Accounts Payable Specialist will be responsible for processing and managing firm payables across multiple offices, with a focus on vendor invoices, office rent and leases, facilities expenses, fixed assets, utilities, and other recurring firm expenses.

The ideal candidate is highly organized, detail-oriented, and comfortable managing a high volume of invoices and recurring obligations while maintaining accurate financial records and ensuring payments are processed accurately and on time.

Primary Duties and Responsibilities

• Receive, review, code, organize, and enter vendor invoices into the firm's accounts payable system
• Ensure invoices contain appropriate documentation, approvals, coding, and office allocations prior to payment
• Manage recurring monthly expenses and ensure timely and accurate payment processing
• Maintain vendor records and communicate with vendors regarding invoices, balances, credits, payment status, and discrepancies
• Reconcile vendor statements and research missing, duplicate, past-due, or incorrectly billed invoices
• Maintain schedules for recurring firm expenses and contractual obligations
• Process and track monthly office rent and other lease-related payments
• Maintain centralized office lease schedules, including rent, expiration dates, increases, renewal dates, security deposits, and other significant terms
• Track facilities-related expenses, including utilities, maintenance, repairs, cleaning, parking, storage, furniture, and other office costs
• Maintain fixed asset records for furniture, computers, equipment, office improvements, and other capital purchases
• Ensure fixed asset purchases are accurately recorded, coded, and allocated to the appropriate office
• Maintain organized electronic records of invoices, leases, contracts, payment confirmations, and supporting documentation
• Monitor the Accounts Payable inbox and appropriately process incoming invoices, statements, and payment requests
• Follow up with attorneys, staff, and departments regarding missing invoices, approvals, or supporting documentation
• Assist with monthly accounts payable reconciliations and month-end and year-end accounting procedures
• Prepare reports and schedules related to vendors, leases, rent, facilities expenses, recurring payments, and fixed assets
• Identify and research billing discrepancies, duplicate payments, unnecessary charges, and opportunities to improve expense controls
• Assist the Accounting Department with additional accounts payable and accounting projects as needed

Qualifications

• 2+ years of accounts payable, accounting, bookkeeping, or related experience preferred
• Experience processing a high volume of invoices and recurring expenses
• Experience with accounting or accounts payable systems
• Strong proficiency in Microsoft Excel
• Excellent attention to detail and organizational skills
• Ability to manage multiple deadlines and recurring obligations
• Strong written and verbal communication skills
• Ability to independently research discrepancies and follow issues through resolution
• Experience within a multi-office law firm or professional services organization is preferred but not required

What We Offer

• Medical, dental, and vision insurance
• Employer-paid life insurance and short-term disability
• 401(k) with employer match
• Paid vacation, holidays, and personal time off
• Opportunities for professional growth within a national law firm

QPWB is an Equal Opportunity Employer.

Quintairos, Prieto, Wood & Boyer, P.A.