Accounting Specialist (AP)

Job Description

Job Description

At Max and Aromar Distributing, operational excellence and financial integrity drive our distribution network. As our business continues to grow, maintaining accurate financial records, strong cash flow management, and full tax compliance is essential. We are seeking a detail-driven Accounting Specialist to manage core financial transactions across Accounts Payable (AP), Accounts Receivable (AR), general ledger maintenance, and routine tax filings.

Position Overview

The Accounting Specialist is responsible for executing full-cycle AP and AR operations, ensuring accurate ledger postings, maintaining strong internal controls, 1099 compliance, and serving as a backup to routine tax filings. This role requires a practical understanding of accounting principles, ledger reconciliations, and small-business tax workflows to ensure financial records remain accurate, complete, and audit-ready.

Key Responsibilities

Accounts Payable & Disbursement Management

• Manage full-cycle AP processing, including coding, batching, and entering vendor invoices into the general ledger.
• Perform three-way matching (purchase order, receiving log, vendor invoice) to verify accuracy prior to disbursement.
• Execute scheduled payment runs via ACH, check, and electronic transfer, balancing cash flow priorities and vendor terms.
• Reconcile vendor statements and resolve invoice or receiving discrepancies directly with suppliers.

Other Accounting Duties as Needed:

Accounts Receivable & Revenue Recognition

• Execute daily invoicing, credit issuance, and billing schedules in accordance with customer contract terms.
• Monitor AR aging schedules, perform structured collection outreach, and analyze customer credit limits.
• Apply cash receipts, wires, ACH, and credit card payments to open invoices with high precision.
• Reconcile customer ledger accounts and resolve account discrepancies, short payments, and billing disputes.

Tax & Regulatory Compliance (backup)

• Prepare, review, and file recurring state and local sales/use tax returns accurately and on schedule.
• Maintain vendor W-9 records and lead the annual 1099 preparation and reporting process.
• Ensure all sales tax exemption certificates and reseller documentation are compliant and up to date.

General Ledger & Month-End Support

• Perform monthly bank, credit card, and sub-ledger reconciliations to ensure ledger integrity.
• Identify workflow efficiencies in transaction processing, record-keeping, and document archiving.

Qualifications & Requirements

• Accounting Experience: Proven track record managing full-cycle AP.
• Experience in AR or collections preferred
• Tax Compliance: Direct experience preparing routine state sales/use tax filings and annual 1099 reporting.
• Technical Skills: Proficiency with accounting platforms (e.g., QuickBooks, NetSuite, or similar ERP environments) and intermediate Microsoft Excel capabilities (e.g., functions, data reconciliation).
• Problem Solving & Precision: High level of accuracy in data entry, invoice matching, and resolving ledger variances.

What We Offer

• Competitive compensation aligned with experience.
• Comprehensive health and paid time off (PTO) package.
• A structured and diverse professional accounting environment within a growing business.