Accounting Operations & AP Specialist

About the role

It's fun to work in a company where people truly BELIEVE in what they're doing! We're committed to bringing passion and customer focus to the business. FHI is seeking an Accounting Operations & AP Specialist to support our finance team through strong accounts payable ownership, accounting support, and process improvement. This role is ideal for someone who enjoys balancing accuracy, organization, and continuous improvement in a fast-paced environment. In this position, you will take the lead on accounts payable activities while also supporting the Controller with month-end close preparation, reconciliations, financial organization, and audit readiness. Additional Location: If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!

Responsibilities

• Process vendor invoices accurately and on time
• Manage invoice intake and approval workflows
• Code invoices according to general ledger structure
• Maintain vendor records and W-9 documentation
• Prepare weekly payment runs, including ACH, check, and wire payments
• Monitor AP aging and vendor balances
• Respond to vendor inquiries in a professional and timely manner
• Process employee expense reimbursements
• Support 1099 tracking and reporting
• Prepare month-end AP accruals and supporting schedules
• Assist with month-end close preparation
• Prepare account reconciliations
• Support journal entry preparation
• Maintain prepaid and accrual schedules
• Track fixed asset additions
• Prepare supporting schedules for review
• Organize documentation for financial reporting
• Maintain organized, audit-ready financial records
• Support internal and external audit requests
• Help maintain control documentation and SOPs
• Ensure compliance with internal approval procedures
• Utilize AP automation and digital tools effectively
• Identify opportunities to improve efficiency and reduce manual work
• Assist with spreadsheet, reporting, and workflow improvements
• Partner with Payroll, Billing, and Accounting teams
• Assist with special projects and financial data gathering
• Provide backup support across finance functions as needed
• Participate in finance team meetings and initiatives

Qualifications

Experience 3+ years of accounting or accounts payable experience preferred; experience supporting month-end close is a plus; experience with ERP or accounting systems required; exposure to audit support or reconciliations preferred. While education can be valuable, it is not required for success in this role.

Skills

• Strong attention to detail
• Ability to manage multiple priorities
• Ownership mindset and follow-through
• Positive, team-oriented approach
• Service-minded and professional communication style
• High level of confidentiality and integrity
• Comfortable working with technology and process improvements
• Eagerness to grow within the accounting function
• Proficiency in Microsoft Office, including Outlook, Teams, Word, and Excel
• Strong analytical and spreadsheet skills
• Excellent communication and customer service skills
• Strong organizational skills and attention to detail
• Ability to multitask and adapt quickly
• Ability to work independently and collaboratively

Schedule

Office-based role with an in-office requirement of at least three days per week; standard office environment; must be able to sit for extended periods and lift up to 20 pounds; frequent computer-based work throughout the day.