Accounts Payable Specialist

BTBK Accounting Services, LLC 4710 E Broadway, Suite 160 Madison, WI 53716 Overview Join a growing Accounting Firm as an Accounts Payable Specialist! BTBK Accounting Services specializes in providing Consulting and Full-Service Accounting to restaurant industry clients. The Accounts Payable Associate is responsible for managing the accounts payable process, ensuring that all invoices are processed accurately and timely, and maintaining positive relationships with vendors. The ideal candidate will have strong attention to detail, excellent organizational skills, and the ability to work efficiently in a fast-paced environment. This is a Full-Time Hybrid-Remote position (T/Th - Madison WI office, M/W/F - remote) Primary Duties and Responsibilities Invoice Processing: Review, code, and process high-volume vendor invoices across multiple restaurant entities. Ensure proper documentation, coding accuracy, and required approvals prior to payment. Payment Management: Prepare and execute weekly payment runs including ACH, check, and electronic payments. Prioritize invoices based on due dates, client cash flow, and vendor terms to ensure timely and accurate disbursements. Accounts Payable Reconciliation: Maintain accurate AP aging reports. Reconcile vendor statements, investigate discrepancies, and proactively resolve outstanding issues to maintain clean vendor accounts. Vendor Communication & Management: Serve as primary point of contact for vendor payment inquiries. Maintain vendor files including W-9s, payment terms, and tax documentation. Escalate issues as needed while maintaining professional vendor relationships. Expense & Reimbursement Processing: Review and process employee expense reports in accordance with client and company policies. Ensure proper documentation and coding. Month-End Close Support: Support timely month-end close by ensuring all invoices are entered, AP aging is accurate, and necessary accruals are identified and communicated to Accounting Managers. Compliance & Internal Controls: Follow established internal controls and approval workflows. Ensure compliance with company policies and applicable regulations, including 1099 tracking and documentation. Shared Inbox & Workflow Management: Monitor and manage shared AP inboxes to ensure invoices are logged, tracked, and processed in a timely manner. Missing Invoice & Follow-Up Tracking: Proactively follow up on recurring vendor invoices and missing documentation to prevent delays in processing or month-end close. Process Improvement & Documentation: Identify inefficiencies in invoice workflow and recommend improvements. Assist in documenting AP procedures to support scalability and consistency across clients. Reporting & Visibility: Prepare AP aging reports and payment summaries as requested. Provide visibility to Accounting Managers regarding outstanding balances and potential issues. Qualifications - Knowledge, Skills and Abilities Education: Associate’s Degree in Accounting Experience: 5-7 years of high-volume accounts payable experience required. Experience supporting multiple entities or multi-location businesses strongly preferred. Technical Skills: • Strong understanding of full-cycle accounts payable processes • Experience processing large invoice volumes in a deadline-driven environment • Proficiency in accounting software (Restaurant365 experience preferred). • Strong Excel skills (sorting, filtering, basic formulas, reconciliations) • Experience managing AP aging and vendor statement reconciliations Core Competencies: • Ability to manage high-volume workloads while meeting strict deadlines • Strong prioritization and follow-through across multiple entities • Professional communication with vendors and internal teams • Detail-oriented, self-motivated and comfortable in a fast-paced environment • Process-driven with a proactive, ownership mindset Work Environment Hybrid-Remote position. T/Th – In Office, M/W/F – At Home. Occasional overtime may be required during peak periods or month-end closings. Benefits Competitive salary and performance-based bonuses. Comprehensive health, dental, and vision insurance. 401(k) retirement plan with company match. Paid time off and holidays. #J-18808-Ljbffr