Accounts Payable Specialist

Job Description

Job Description

Position : Accounts Payable Specialist

Reports To: Deputy Controller

Position Summary: The Accounts Payable Specialist is responsible for the accurate and timely processing of vendor invoices, expense reports, and payments in accordance with company policies. This position ensures that all accounts payable transactions are properly documented, approved, and recorded. The role requires close interaction with vendors, internal departments, and team members to maintain positive relationships and resolve discrepancies. The Accounts Payable Specialist plays a critical role in supporting the financial operations of the company by maintaining an organized and efficient payables process.

Duties and Responsibilities:

• Prepare, code and process vendor invoices in accordance with internal accounting policies
• Confirm that all vendor invoices and employee expense reports have been approved in accordance with internal accounting policies
• Reviews purchase orders, statements, and invoices to verify amounts due
• Maintain and reconcile Accounts Payable Ledger
• Responds to vendor inquiries and resolves discrepancies in invoices and payments for our vendors
• Prepare, code, and process all employee expense reports related to company credit cards or direct employee reimbursements
• Enter and process vendor invoices and payments in the accounting system (NetSuite ERP)
• Reconcile the Accounts Payable Ledger to ensure all bills and payments are accounted for and properly posted
• Process weekly check runs and electronic payments, ensuring timely and accurate disbursement
• Respond promptly to vendor inquiries and resolve invoice discrepancies and payment issues
• Maintain W-9 forms and assist with 1099 reporting at year-end
• Provide administrative and accounting support to the finance team as needed
• Provide general mailing and overnight package delivery support for both incoming and outgoing company activities as needed
• Maintain office phone system and list with direct communication with system provider
• Communicate (verbal and written) with all department and company employees in a cooperative and professional manner
• Assist with month-end closing procedures related to payables
• Maintain organized digital and physical files of invoices, receipts, and correspondence
• Other duties as requested and assigned

Knowledge, Skills and Education:

• Hands-on, team-oriented, and energetic individual who is open to interaction with other employees within the organization and who can provide additional administrative support as needed
• 4-6 years of Accounts Payable and Accounts Receivable experience in an office setting
• High school diploma required
• Bachelor's degree in Accounting preferred
• Strong analytical mindset
• Experience or proficiency in accounting software, preferably QuickBooks
• Experience or proficiency in NetSuite ERP system
• Advanced Excel and Word skills
• Works well under moderate supervision
• Ability to follow established company processing procedures
• Excellent verbal and written communication skills
• A strong professional work-ethic and impeccable integrity
• Bilingual (Spanish) would be a plus

Company Offered Benefits:

• Full-time, exempt salaried position.
• Health insurance: medical, dental, and vision
• 401(k) retirement plan with Company match
• Paid holidays
• Paid time off and sick days

Our strength resides in the great people we hire from various backgrounds. If you share our values that everyone is our customer and every customer comes first, you will find a home at Arctic.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, age, national origin, religion, sexual orientation, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state or local protected class.