Accounts Payable Specialist

Job Description

Job Description

We are looking for an Accounts Payable Specialist to join a manufacturing organization in Ontario, California on a Contract basis. This position supports day-to-day invoice processing and vendor payment activities in a high-volume setting, requiring strong accuracy, sound judgment, and the ability to move work forward on schedule. The ideal candidate is detail-oriented, comfortable working with numbers, and able to collaborate effectively with accounting and shipping teams while maintaining clear communication.

Responsibilities:
• Process vendor invoices from receipt through entry, ensuring documentation is complete and information is recorded accurately.
• Review billing details, validate payment terms with suppliers, and confirm that received goods align with invoice records before submission.
• Perform three-way matching by comparing purchase documentation, receipts, and invoices to identify and address inconsistencies.
• Classify, batch, and code invoices by customer location or regional assignment, then post transactions into internal accounting systems.
• Support weekly payment activity by preparing approved items for check runs and handling ACH and wire payment workflows.
• Investigate invoice variances, missing documentation, and payment issues, working with vendors and internal teams to resolve discrepancies promptly.
• Coordinate closely with the shipping department and accounting staff to verify delivery status and maintain smooth invoice flow.
• Use QuickBooks Desktop and Excel tools, including pivot tables and VLOOKUPs, to organize payable data and support reporting needs.• Experience in accounts payable within a fast-paced business environment, preferably supporting high-volume invoice processing.
• Working knowledge of invoice coding, batching, three-way matching, and vendor payment procedures.
• Hands-on proficiency with QuickBooks Desktop and intermediate Excel skills, including pivot tables and VLOOKUPs.
• Ability to verify invoices, review payment terms, and reconcile discrepancies with strong attention to detail.
• Clear communication skills and the ability to work effectively with vendors and cross-functional internal teams.
• Strong numerical accuracy, sound organizational skills, and the ability to manage deadlines consistently.
• Fast learner who can adapt quickly to established processes while maintaining quality and timeliness of work.