Accounts Payable Specialist

Job Description

Job Description

Description:

Position Summary

The Accounts Payable Specialist is responsible for managing the accounts payable cycle and ensuring the accurate, timely, and controlled processing of vendor invoices and payments across the organization. This role serves as a key partner to Finance, Operations, Procurement, project teams, and vendors to resolve discrepancies, maintain strong financial controls, and support the efficient delivery of facility services.

The Accounts Payable Specialist operates with a high degree of independence and judgment, manages competing priorities in a fast-paced environment, and identifies opportunities to improve processes, strengthen controls, and enhance the accuracy and efficiency of accounts payable operations.

Essential Duties and Responsibilities

Accounts Payable Management

• Manage the full accounts payable lifecycle, including invoice review, coding, approval workflow, payment processing, and reconciliation.
• Review invoices for accuracy, appropriate authorization, supporting documentation, contract terms, and proper general ledger and cost-center coding.
• Process vendor payments through ACH, check, wire transfer, credit card, or other approved payment methods.
• Maintain accurate and complete vendor records and ensure appropriate documentation is obtained prior to payment.
• Monitor outstanding invoices, payment schedules, credits, and vendor statements to ensure accounts remain current and accurate.
• Research and independently resolve invoice discrepancies, duplicate invoices, pricing differences, missing documentation, and payment inquiries.
• Coordinate with operational leaders, project managers, procurement, and other departments to obtain timely approvals and resolve payment issues.

Vendor Management

• Serve as a primary point of contact for vendors regarding invoice status, payment timing, account discrepancies, and other AP-related matters.
• Establish and maintain professional vendor relationships while balancing vendor needs with company policies, controls, and cash-management priorities.
• Review vendor statements and proactively identify missing invoices, unapplied credits, duplicate charges, or other account discrepancies.
• Support vendor onboarding and maintenance processes, including collection and validation of required tax and payment documentation.
• Assist with annual Form 1099 reporting and vendor tax compliance.

Financial Controls & Reporting

• Ensure AP transactions are recorded accurately and in accordance with company accounting policies and established internal controls.
• Support month-end and year-end close activities, including AP reconciliations, accruals, cutoff procedures, and identification of outstanding liabilities.
• Reconcile accounts payable subledger activity to the general ledger and investigate variances.
• Maintain documentation necessary to support internal and external audits.
• Monitor aging reports, outstanding checks, unapplied credits, and other AP-related balances.
• Assist Finance leadership with cash-flow planning by providing visibility into upcoming payment obligations and significant vendor expenditures.
• Identify unusual transactions, payment trends, or control concerns and escalate significant issues as appropriate.

Facility Services & Operational Support

• Support accounts payable activities associated with multiple customer locations, service contracts, work orders, construction or capital projects, subcontractors, and recurring facility-service vendors.
• Ensure expenses are appropriately allocated by customer, location, project, department, or service line.
• Partner with Operations and project teams to resolve discrepancies involving purchase orders, work completion, subcontractor billing, materials, and service invoices.
• Assist with tracking customer-billable or project-related expenditures when applicable.
• Maintain an understanding of operational workflows to help ensure accurate and timely financial reporting.

Process Improvement

• Evaluate accounts payable processes and recommend improvements to increase efficiency, accuracy, visibility, and internal controls.
• Identify opportunities to automate manual processes and improve invoice and approval workflows.
• Develop and maintain AP procedures, documentation, and standardized practices.
• Participate in accounting system implementations, integrations, acquisitions, or other Finance initiatives as needed.
• Develop reporting and metrics to monitor AP performance, aging, processing timelines, and exceptions.
• Provide guidance and training to employees regarding invoice submission, approvals, coding, and accounts payable procedures.

Requirements:

Qualifications

Education and Experience

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.
• Three or more years of progressive accounts payable, accounting, or related financial experience preferred.
• Experience in facility services, construction, property management, field services, or another multi-location service organization strongly preferred.
• Experience working within a multi-entity or high-volume accounts payable environment preferred.

Knowledge, Skills, and Abilities

• Strong knowledge of accounts payable principles, accounting practices, and internal controls.
• Ability to independently analyze transactions, identify discrepancies, and determine appropriate resolution.
• Strong organizational and prioritization skills with the ability to manage a high volume of transactions and competing deadlines.
• High degree of accuracy and attention to detail.
• Strong analytical and problem-solving capabilities.
• Effective written and verbal communication skills.
• Ability to professionally manage vendor relationships and resolve difficult or sensitive payment issues.
• Ability to work cross-functionally with Finance, Operations, Procurement, project teams, and leadership.
• Strong proficiency with Microsoft Excel and accounting/ERP systems.
• Ability to handle confidential financial and business information appropriately.
• Demonstrated initiative and commitment to continuous process improvement.

Core Competencies

• Financial Accuracy & Accountability
• Analytical Thinking
• Independent Judgment
• Vendor Relationship Management
• Problem Solving
• Internal Controls
• Process Improvement
• Business Partnership
• Organization & Prioritization
• Sense of Urgency

Work Environment

This position operates primarily in a professional office environment and routinely utilizes computers, accounting systems, telecommunications equipment, and other standard office technology. The role regularly interacts with employees, operational leaders, vendors, and other external business partners.