Accounting Associate

Accounting Associate — Job Description Position Overview The Accounting Associate supports the accounting team in managing day-to-day accounting operations, maintaining accurate financial records, and supporting the organization’s financial reporting processes. The role initially focuses on administering the full accounts payable (AP) cycle, including invoice processing, general ledger coding, payment preparation, vendor documentation, and account reconciliation. The Accounting Associate manages daily payment requests and coordinates recurring payment runs while helping maintain the integrity of financial data across accounting and payment platforms. This individual also serves as a primary point of contact for vendor payment inquiries, resolves billing discrepancies, and supports month-end close activities to ensure expenses are recorded accurately and in accordance with generally accepted accounting principles (GAAP). Working alongside experienced accounting professionals, the Accounting Associate will have the opportunity to develop broader accounting expertise, contribute to process improvements, and gradually expand responsibilities across the financial accounting cycle. The ideal candidate is detail-oriented, comfortable with technology, proactive in solving problems, and committed to providing responsive service to internal stakeholders and external partners. Key Responsibilities Accounts Payable Management Manage the full-cycle accounts payable process, from invoice receipt and verification through general ledger coding, approval routing, payment processing, and recordkeeping. Review invoices for accuracy, completeness, appropriate approvals, and compliance with company policies. Verify invoice details, payment terms, vendor information, and supporting documentation before processing payments. Identify and resolve duplicate invoices, coding errors, discrepancies, and missing information. Maintain organized electronic records of invoices, approvals, payment confirmations, and other AP documentation. Monitor outstanding invoices and payment obligations to ensure timely processing and minimize late payments. Coordinate with internal departments to obtain approvals, clarify expense classifications, and resolve invoice questions. Ensure accounts payable transactions are recorded accurately and consistently in the accounting system. Identify opportunities to improve invoice processing efficiency, documentation standards, and AP workflows. Payment Processing & Cash Disbursements Manage daily payment requests and verify that supporting documentation and approvals are complete before processing. Prepare, coordinate, and execute scheduled weekly payment runs in accordance with established procedures and payment deadlines. Review payment batches for accuracy, completeness, duplicate payments, and compliance with internal controls. Confirm vendor banking information and required payment documentation before initiating or coordinating disbursements. Monitor payment status and respond to questions regarding processing timelines, payment confirmations, and outstanding items. Coordinate with authorized approvers and relevant stakeholders to resolve payment exceptions and prevent unnecessary delays. Maintain accurate records of completed payments and supporting documentation. Follow established cash disbursement controls and elevate unusual transactions or potential payment risks. Protect sensitive financial and banking information throughout the payment process. Vendor Setup & Relationship Management Serve as a primary point of contact for routine vendor billing, payment status, and account-related inquiries. Collect, review, and maintain required vendor documentation, including W-9 forms and banking information. Support vendor onboarding and updates to vendor master records in accordance with company procedures. Verify vendor information and help maintain accurate, complete, and current records. Investigate billing discrepancies, missing payments, incorrect invoice details, and other vendor concerns. Communicate payment issues and resolution timelines clearly, professionally, and promptly. Collaborate with internal stakeholders to resolve vendor disputes and obtain missing information. Maintain a service-oriented approach while ensuring that payment controls and documentation requirements are followed. Build productive relationships with vendors and internal partners to support reliable payment operations. Accounting Systems & Data Integrity Administer and monitor the integration between accounts payable and accounting platforms, helping ensure accurate synchronization of financial data. Support the flow of transaction information between payment management software and the general ledger. Investigate synchronization errors, failed imports, duplicate records, and other system-related discrepancies. Reconcile transactions between systems and work with internal or external support resources to resolve technical issues. Maintain accurate vendor records, account coding, payment details, and transaction documentation. Use accounting systems and spreadsheet tools to analyze data, identify inconsistencies, and improve reporting accuracy. Follow established access controls, approval workflows, and system administration procedures. Assist with system updates, process documentation, user support, and improvements to accounting workflows. Recommend practical technology solutions that improve efficiency, accuracy, and visibility into AP activity. General Ledger & Month-End Close Support Support month-end close activities by reviewing assigned general ledger accounts and identifying unusual or inaccurate balances. Assist with preparing journal entries, accruals, and expense adjustments as needed. Review expense coding to ensure transactions are recorded in the appropriate accounts and accounting periods. Help reconcile accounts payable balances and investigate differences between subsidiary records and the general ledger. Ensure expenses are recorded in the appropriate period in accordance with GAAP and company accounting policies. Gather supporting documentation and prepare schedules required for financial reporting and account reconciliations. Respond to requests from senior accounting team members during monthly and annual close processes. Maintain organized workpapers and supporting records to facilitate review, reporting, and audit requirements. Identify recurring accounting issues and recommend corrective actions to improve the accuracy of financial records. Financial Reporting & Accounting Team Support Provide general accounting support to senior team members and management across the organization’s accounting and financial reporting activities. Assist with preparing financial schedules, reconciliations, expense analyses, and supporting reports. Research transaction details and investigate discrepancies to support accurate financial reporting. Help maintain documentation for accounting procedures, recurring tasks, and reporting requirements. Support internal and external audit requests by gathering invoices, payment records, reconciliations, and other supporting materials. Assist with special projects and additional accounting assignments as business needs evolve. Develop an understanding of broader accounting functions, including general ledger accounting, financial reporting, and period-end close. Work collaboratively with accounting colleagues to meet deadlines and maintain consistent accounting standards. Process Improvement & Internal Controls Follow established accounting policies, procedures, approval requirements, and internal controls. Identify opportunities to reduce manual work, improve transaction accuracy, and streamline AP processes. Develop and maintain checklists, process documentation, and standard operating procedures for recurring tasks. Review workflows for potential duplicate payments, coding inconsistencies, incomplete documentation, and control weaknesses. Support the implementation of process improvements and accounting technology enhancements. Maintain appropriate segregation of duties and elevate exceptions that fall outside established procedures. Contribute to a culture of accuracy, accountability, continuous improvement, and responsible financial management. Professional Development & Collaboration Work closely with experienced accounting professionals to build knowledge of the full financial accounting cycle. Seek feedback and guidance to improve technical accounting skills, system proficiency, and professional effectiveness. Develop broader capabilities in general ledger accounting, reconciliations, financial reporting, and month-end close. Communicate clearly with colleagues, management, vendors, and other stakeholders. Manage competing priorities while maintaining accuracy and meeting payment and reporting deadlines. Demonstrate initiative, adaptability, and a willingness to take ownership of assigned responsibilities. Contribute to a collaborative accounting team environment focused on knowledge-sharing, service, and continuous improvement. Qualifications Required Qualifications At least two years of experience in accounting, accounts payable, bookkeeping, or a related financial operations role, or a bachelor’s degree in Accounting, Finance, Business Administration, or a related field. Understanding of basic accounting principles, expense coding, invoice processing, and payment procedures. Strong attention to detail and the ability to identify duplicate invoices, coding errors, data inconsistencies, and documentation gaps. Proficiency in Microsoft Excel, including XLOOKUPs, PivotTables, and spreadsheet-based data analysis. Strong organizational skills and the ability to manage multiple invoices, payment requests, and deadlines simultaneously. Clear written and verbal communication skills, with the ability to explain payment issues and resolve questions professionally. Strong problem-solving skills and the ability to research discrepancies and follow issues through to resolution. Comfort working with cloud-based accounting platforms, financial tools, and digital documentation systems. A proactive, technology-oriented mindset and willingness to learn new systems and processes. Ability to handle confidential financial, vendor, and banking information with discretion. Commitment to accuracy, accountability, and compliance with established procedures. Preferred Qualifications Direct experience with Sage Intacct, Bill.com, or comparable accounting and accounts payable platforms. Experience managing weekly payment runs, daily disbursements, and vendor onboarding. Familiarity with general ledger coding, account reconciliations, accruals, and month-end close procedures. Experience managing accounting system integrations or reconciling data across multiple financial platforms. Knowledge of GAAP and basic internal control principles. Experience supporting accounting operations across multiple entities or related companies. Experience using Excel to reconcile transaction data, identify discrepancies, and prepare financial analyses. Interest in expanding accounting knowledge and progressing into broader financial accounting responsibilities. #J-18808-Ljbffr Frederick Fox