Accounts Payable Specialist

Responsibilities

• Process high-volume accounts payable transactions for U.S. and Canadian entities, ensuring accuracy, timeliness, and strict compliance with company policies and accounting standards
• Review, accurately code, and enter both PO-matched and non-PO invoices in alignment with established general ledger accounts, cost centers, and approval protocols
• Conduct three-way matching for PO invoices against purchase orders and receiving records; investigate and resolve discrepancies in quantity, pricing, terms, or receipts in partnership with the Purchasing team
• Verify proper approvals, correct coding, and complete supporting documentation for non-PO invoices prior to payment processing
• Prepare and execute payments through ACH, wire transfers, electronic funds transfers, and scheduled check runs, while prioritizing early-payment discounts and favorable vendor terms
• Maintain up-to-date vendor master files, including W-9 documentation, backup records, and audit-ready files to support compliance and efficient reporting
• Monitor AP email inboxes daily and respond promptly and professionally to vendor inquiries, payment status requests, and internal team questions
• Research and resolve invoice discrepancies, missing documentation, payment holds, and related issues to reduce aging and foster positive vendor relationships
• Ensure full adherence to internal controls, company approval workflows, cross-border requirements, and relevant regulatory standards (including SOX where applicable)
• Collaborate closely with Purchasing, Receiving, Finance, and other departments to facilitate smooth invoice approval, exception resolution, and timely payment cycles
• Handle all confidential financial and vendor information with the highest level of discretion, integrity, and professionalism
• Collect, track, and maintain vendor tax documentation and assist with the preparation and filing of annual forms in compliance with IRS guidelines

Requirements

• High school diploma or equivalent required; Associate degree (or higher) in Accounting, Finance, Business Administration, or related field preferred
• 1– 3 years’ experience in accounts payable or a related accounting/financial role
• Proven ability to process high-volume accounts payable transactions, including PO-matched and non-PO workflows (e.g., three-way matching, coding, and discrepancy resolution)
• Exposure to multi-entity or multi-currency accounts payable processes (U.S. and Canada)
• Experience with travel and expense management systems

Qualifications

• Proficiency in Microsoft Office Suite (especially Excel) and general computer systems, including familiarity with accounting/ERP software
• Solid understanding of basic accounting principles, accounts payable processes, and standard workflows (e.g., invoice processing, matching, and payment execution)
• Familiarity with vendor tax documentation (e.g., W-9s) and annual 1099 preparation/processing
• Exceptional attention to detail with a proven ability to maintain high levels of accuracy in high-volume transaction environments
• Strong ability to handle confidential and sensitive financial information with discretion, integrity, and professionalism
• Excellent verbal and written communication skills, along with strong customer service orientation when interacting with internal teams, vendors, and stakeholders
• Effective time management skills, including the ability to prioritize tasks, meet deadlines, and perform efficiently under pressure in a fast-paced setting