Accounts Payable Coordinator

About Mary Square

Mary Square is a women-owned lifestyle and apparel brand inspiring women to live their yes. We offer apparel, statement jewelry, and meaningful gifts designed to uplift and connect. With bold original artwork and a passion for quality, we proudly serve over 4,000 boutiques across the U.S. 

About the Position

This person must be a self-starter, high energy individual with attention to detail and must be comfortable working in a fast-paced constantly changing environment and wearing multiple hats. The position reports to the Controller.

As a key member of the organization, this position will work cross-functionally. The role is expected to be hands-on. We are searching for a candidate that will maintain and improve processes to ensure that reporting is accurate, and appropriate controls are in place and adhered to.

Job Responsibilities:

Manage accounts payable :

o Enter all vouchers and invoices into the A/P system.

o Process outgoing payments in compliance with financial policies and procedures.

o Manage new vendor and supplier entry and collect W-9s to support year-end filings.

o Light A/P related bookkeeping and recording for external entities.

o Prepare monthly A/P reports.

o Reconcile the A/P ledger.

o Verify and investigate discrepancies and reconcile vendor statements.

Expense management

o Reconcile credit card purchases and obtain proper approvals and receipts.

o Enter credit card charges into the A/P subledger by specific vendor .

o Code expenses to specific cost centers / departments as needed.

o Clarify any questionable invoice items, price discrepancies, or approvals.

o Manage office supplies and related purchases.

Bank Activity management

o Review daily bank activity – entering all auto draft transactions into the A/P system.

o Collect mail daily and send checks to A/R.

o Deposit and Scan checks .

o Reconcile bank statements.

Regulatory Compliance

o Verify sales tax data and filings with third party processor (Avalara) for each state.

o Royalty reporting.

o Annual 1099 filing & W-9 archive activities.

Inventory Payment processing

o Perform a three-way match of invoices to ensure accurate and timely payment.

o Reconcile foreign payments and wire requests.

o Reconcile Inventory deposits.

o Reconcile shipments received to prepayments.

o Monitor and modify Purchase Orders (PO) to reflect any changes made after a PO is entered (ex: pricing, additional charges, etc.).

What We’d Like to See in You:

· Proficiency in Excel, understanding data, VLOOKUP, and pivot tables.

· Associate or bachelor’s degree in accounting and/or 2-5 years of experience in A/P roles

· Big picture mentality and ability to manage towards business growth.

· Familiarity with the financial processes and internal controls

· Creative thinking to suggest process improvements, including automation of processes.

· Well organized, strong attention to detail, ability to prioritize and meet deadlines.

· Excellent communicator, strong interpersonal and analytical skills

· Proficiency in Microsoft Suite products (Excel, etc.)