Accounts Payable Specialist

About the role

The Accounts Payable position is responsible for processing trade payables, overhead invoices, expense reports, and credit card statements for the entire company. The role involves working with all internal departments and trade partners to ensure appropriate payments are made, and responding to internal and external accounts payable inquiries.

Essential Job Duties And Responsibilities

• Manage trade and related payables, with a strong focus on scheduling and processing invoices.
• Process incoming invoices (if needed, re-route to appropriate department for purchase order matching).
• Review, audit, and process employee expense reports, employee travel reports, and reimbursements for accuracy, documentation, proper authorization, and compliance with policies.
• Audit a variety of documents for mathematical accuracy, proper coding and authorization, documentation, completeness, timeliness, and compliance with regulations, policies, and guidelines.
• Code and voucher invoices once proper backup and approvals are obtained.
• Work directly with purchasing, accounting, and management teams to obtain necessary approvals and resolve variances in payable documentations.
• Maintains a variety of accounting/financial records and documents within the accounts payable section; reconciles information and creates adjusting payable entries for posting to the financial system.
• Interact with vendors regarding past due invoices, credit claims, incorrect invoices, or other payable issues.
• Maintain vendor/supplier files by performing regular audits to ensure accuracy.
• Maintain accounts payable files, including weekly filing of paid invoices.
• Ability to communicate with vendors, alleviate escalated issues, challenges, or concerns.
• Perform accurately within deadlines under limited supervision.
• Prioritize and handle multiple projects at once, particularly during the month and year-end.
• General clerical duties as related to job responsibilities (data entry, collating, photocopying, scanning, filing, etc.).
• Other duties and special projects as assigned.

Qualifications

• Bachelor’s degree required, preferably in Finance or Accounting.
• Minimum of 3 to 5 years of accounts payable experience.
• Solid understanding of general accounting practices, procedures, and principles.
• Distribution or manufacturing experience is a plus.
• Ability to work in a deadline-oriented environment.
• Excellent verbal and written communication skills.
• Exceptional data entry skills with a high degree of accuracy.
• Must be organized with the ability to multitask and prioritize responsibilities.
• Ability to work in a fast-paced, deadline-oriented environment.
• Ability to work independently and collaboratively with cross-functional departments.
• Problem-solving skills and ability to handle billing inquiries or disputes professionally.
• Ability to maintain a high level of confidentiality.
• High attention to detail and accuracy.
• Must demonstrate professional communication and strong teamwork skills.
• Experience with high-volume invoice processing and payment cycles.
• Prior experience reconciling vendor statements.
• Knowledge of ERP systems (Chempax by Datacor) preferred, but not required.
• Proficient Microsoft Office skills (i.e., Excel, Word, etc.) as well as the ability to learn new software programs.

Benefits

N/A

Pay

N/A

Schedule

N/A

Contact Information

To apply for this job, email your resume and contact information to careers@coastsouthwest.com.

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