Accounts Payable Specialist

Job Description

Job Description

Job Title:                              Accounts Payable Specialist

Department:                        Accounting

Job Summary:                    Responsible for Oxford Athletic Club’s day-to-day accounts payable cycle in Bill.com — collecting and entering vendor bills, routing them for approval, supporting purchasing and receiving, processing expense reimbursements, and performing weekly reconciliations between Bill.com and QuickBooks Enterprise. Supports the Club’s purchasing policy by making sure purchases are approved through purchase orders and matched to invoices before payment, giving management timely visibility into spending against budget. Essential in maintaining accurate, organized, audit-ready financial records, supporting cash flow planning, and building strong relationships with vendors and departments across the Club. This position works in the accounting department and collaborates closely with all departments.

Job Relationships:       Reports to:            Controller

Trained by:            Senior Accountant (day-to-day supervision)

Status:                   Full-Time, Salaried, Exempt

The Senior Accountant trains this position, directs daily work, and reviews reconciliations and bill coding. The Controller holds formal reporting authority (performance reviews, compensation, and HR matters) with input from the Senior Accountant.

Essential Job Duties:

·         Bill Intake and Invoice Management

o    Collect, open, and scan incoming mail daily; log checks and payments received for the Senior Accountant.

o    Monitor the Accounts Payable inbox; enter vendor bills in Bill.com, match them to purchase orders, and route them for departmental approval.

o    File bill copies in Dropbox’s Scanned Bills folder using the Club’s naming convention.

o    Upload Café inventory bills to Yellow Dog Retriever.

·         Payment Preparation and Expense Reimbursement

o    Prepare the weekly A/P payment schedule for the Senior Accountant’s review, approval, and release, monitoring due dates to avoid late fees. (Payment approval, payment release, and cash review are performed by the Senior Accountant.)

o    Process expense reimbursements in Bill.com and prepare the related payroll report after required supervisor approval.

o    Collect and scan credit card receipts, match them to charges, and follow up on missing receipts.

·         Purchasing and Receiving

o    Create purchase orders from approved purchase requests in Bill.com.

o    Create item receipts for deliveries, verify receipt of purchased items, and obtain signed packing slips.

·         Reconciliation and Reporting

o    Run the Bill.com sync dashboard daily, resolving routine sync errors and escalating any item requiring changes to the chart of accounts, departments, or vendor records.

o    Audit unpaid bills between Bill.com and QuickBooks Enterprise weekly; reconcile vendor statements and open purchase orders.

o    Generate and maintain accounts payable aging reports and payment activity summaries, flagging items for the Senior Accountant’s review.

o    Support month-end and year-end close, including expense accruals and prepaid schedules, A/P and purchasing forecasting, and the weekly bill-coding review alongside the Senior Accountant.

·         Vendor and Internal Communication

o    Serve as the point of contact for vendor inquiries about bill and payment status; refer payment-release questions to the Senior Accountant.

o    Work with department approvers and receiving staff to resolve invoice disputes.

o    Build and maintain positive relationships with vendors and internal teams.

·         Compliance and Documentation

o    Keep invoice, payment, and vendor records organized, audit-ready, and compliant with Club policy and tax requirements (e.g., 1099 reporting).

o    Support internal and external audits by providing requested documentation and information.

·         Process Improvement

o    Identify opportunities to improve accounts payable processes and tools, including expanded use of Bill.com automation.

o    Stay current on industry trends and new technologies in accounts payable management.

*Perform other duties of a similar nature and classification as required by operational needs.

Skills:

• Excellent communication and interpersonal skills for effective interaction with team members and vendors
• Attention to detail and accuracy in processing invoices and payments
• Excellent organizational and time management skills
• Ability to work independently and collaboratively in a team environment
• Ability to prioritize tasks, manage workload efficiently and meet deadlines in a fast-paced environment

Qualifications: 

• Strong understanding of accounting principles and practices, particularly in accounts payable management
• Experience with Bill.com (or a similar AP automation and approval-routing platform) strongly preferred
• Experience with QuickBooks Enterprise strongly preferred
• Advanced Microsoft Excel skills, including data analysis and pivot tables
• Knowledge of accounts payable workflows, purchase order matching, tax compliance (1099), and vendor management

Required Education and Experience:

• Bachelor’s degree in Accounting, Finance or a related field preferred
• 2–4 years of experience in accounts payable, billing or general accounting
• Experience with ERP systems and accounting software is preferred

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this accounting position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sitting/Mobility: Frequently remains in a stationary sitting position for long periods; occasionally walks, stands, or reaches.
• Vision/Communication: Constant use of close vision for reading spreadsheets, financial reports, and computer screens; clear speech and hearing for regular verbal communication.
• Dexterity/Lifting: Repetitive hand and finger movement for typing and calculator use; occasional lifting or moving of lightweight files and office materials up to 15–20 pounds, including incoming mail and bill documentation.

FLSA Classification:                        Exempt

Benefits:

·         Competitive salary

·         Health, dental, and vision insurance

·         Retirement plan options, including 401(k) with Club matching

·         Professional development opportunities

·         Free health club membership / employee discount

·         Paid time off

Position:               Full-time (40 hours per week), salaried, benefits-eligible

Location: In office only; not remote position

Salary Range:     $54,075 – $66,178 per year, depending on experience and education