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.) Mary Square, LLC