Accounts Payable Specialist

Job description


The Accounts Payable Specialist is responsible for the timely and accurate processing, coding, and payment of vendor invoices in accordance with company policies and procedures.

Responsibilities

• Process vendor invoices through Coupa and NetSuite, ensuring proper coding, documentation, and timely submission through the A/P workflow.
• Collaborate with department managers to ensure invoice approvals are completed promptly in accordance with company policy.
• Review all invoices for accuracy, proper authorization, and supporting documentation before processing payments.
• Conduct periodic audits to ensure compliance with company policies and timely payment of invoices.
• Confirm that each check matches the correct invoice(s) in amount, vendor, and other key details.
• Serve as a point of contact for vendor inquiries; investigate and resolve discrepancies, reconcile vendor statements, and maintain strong vendor relationships.
• Coordinate A/P-related activities during month-end and year-end close processes, including support for internal and external audits.
• Work closely with vendors, facility managers, and internal finance teams to resolve A/P issues efficiently and professionally.
• Maintain organized A/P records and documentation to ensure compliance with IRS regulations and audit requirements.
• Prepare and file 1099 forms annually for applicable vendors and partners.
• Maintain and update A/P procedures and documentation; recommend and implement process improvements to drive efficiency.
• Provide support for special projects and ad hoc financial tasks as assigned.

Qualifications

Education and Experience

• Bachelor's degree required
• Minimum four years related experience required.
• Real Estate or Property Management Accounting experience, preferred

KNOWLEDGE, SKILLS, ABILITIES, AND COMPETENCIES

• Experience with Coupa and NetSuite (or similar accounting and procurement systems), required
• Strong proficiency in Microsoft Excel and Windows-based applications, required
• Ability to handle confidential information with discretion and professionalism, required
• Excellent verbal, written, and interpersonal communication skills, required
• Strong ability to manage multiple tasks and meet strict deadlines while working independently, required
• Proven ability to interact professionally across all levels of the organization, required
• Exceptional attention to detail, organizational, analytical, and problem-solving skills, required
• Ability to approach problems with both logical reasoning and creative thinking, required
• A results-driven mindset with a strong desire to contribute to a dynamic and growing organization, required
• A proactive, energetic self-starter with a "can-do, whatever-it-takes" attitude who thrives under pressure and tight deadlines, required
• Ability to effectively prioritize and manage competing demands, preferred
• A conscientious and resourceful team player who takes personal pride in producing high-quality work, preferred