Accounts Payable Specialist

Job Description

Job Description

Accounts Payable Specialist

Position Overview

We are seeking a detail-oriented Accounts Payable professional to support daily invoice processing, vendor management, and month-end close activities. This role plays a key part in maintaining accurate financial records, ensuring timely payments, and improving procure-to-pay processes.

Key Responsibilities

• Process and code vendor invoices accurately, ensuring proper alignment with purchase orders and receiving documentation when applicable
• Reconcile vendor statements and resolve discrepancies, including invoice variances and payment issues
• Maintain vendor records, including tax documentation, payment terms, and remittance details
• Manage incoming AP communications, including invoices, credits, and vendor inquiries
• Review and process employee expense reports and corporate card activity in accordance with company policy
• Assist with month-end close activities, including accruals, account reconciliations, and reporting
• Support annual tax reporting requirements, including 1099 preparation
• Ensure compliance with internal controls, approval workflows, and audit standards
• Partner cross-functionally to support and improve purchasing and payment workflows

Core Duties

• Process invoices from receipt through approval, including coding to general ledger accounts and project structures
• Perform three-way matching (purchase order, receipt, invoice) as applicable
• Execute scheduled payment runs (ACH, check, or card), ensuring proper authorization and accurate posting
• Maintain accurate and up-to-date accounts payable aging
• Administer vendor onboarding and master data updates, ensuring proper documentation is collected and maintained
• Monitor shared AP channels and coordinate with internal departments to resolve issues efficiently
• Prepare regular reporting on payables, cash requirements, and payment trends
• Support audit requests and provide relevant documentation as needed
• Identify opportunities for process optimization and leverage automation tools where possible

Qualifications

• 2+ years of accounts payable or related accounting experience; high-volume processing preferred
• Experience with accounting systems (e.g., QuickBooks or similar ERP platforms)
• Understanding of basic accounting principles, including accruals and invoice matching
• Proficiency in Excel or Google Sheets (e.g., pivot tables, lookups)
• Strong organizational skills and attention to detail
• Effective communication skills and ability to work cross-functionally
• Ability to manage sensitive information with discretion
• Bachelor’s degree in Accounting, Finance, or related field preferred, or equivalent experience