Accounts Payable Specialist

About the Role

The Accounts Payable (AP) Specialist plays a critical role in managing the company’s outgoing financial transactions, maintaining fiscal integrity, and preserving vendor relationships. This position is responsible for the full-cycle accounts payable process, ensuring the accurate, timely, and compliant processing of vendor invoices, employee expense reports, and disbursements.

Responsibilities

• Full-Cycle Invoice & Expense Processing: Review, verify, and accurately code vendor invoices and employee expense reports into the ERP/accounting system in accordance with GL coding structures and internal controls.
• Matching & Reconciliation: Perform 3-way matching (invoices, purchase orders, and receiving documents) to verify accuracy; resolve discrepancies with purchasing, receiving, or external vendors in a timely manner.
• Disbursement Execution: Prepare and execute weekly payment runs, including physical checks, ACH payments, and wire transfers, ensuring adherence to payment terms and discount opportunities.
• Vendor Management: Maintain accurate vendor master records, respond promptly to vendor inquiries, reconcile monthly vendor statements, and foster positive supplier relationships.
• Month-End & Financial Reporting: Assist the accounting team with month-end closing processes, including accrued expense entries, AP reconciliations, and generating standard AP reporting as required.
• Compliance & Auditing: Enforce internal financial controls, company travel/expense policies, and assist with annual audit preparations and 1099 reporting.

Requirements

• Associate’s or Bachelor’s degree in Accounting, Finance, or a related business field preferred (equivalent experience accepted).
• 2+ years of hands-on accounts payable or general ledger accounting experience in a fast-paced environment.

Skills

• Demonstrated proficiency with ERP software (e.g., NetSuite, QuickBooks, SAP, Workday, or similar accounting platforms).
• Advanced Excel skills, including proficiency with Pivot Tables, VLOOKUP/XLOOKUP, and managing large datasets.
• Strong understanding of GAAP (Generally Accepted Accounting Principles) and full-cycle AP workflows.
• High level of accuracy, analytical rigor, and attention to detail.
• Excellent organizational and time-management skills with a proven track record of meeting strict deadlines.
• Strong written and verbal communication skills for effective inter-departmental collaboration and external vendor correspondence.
• Proactive problem-solving capabilities to resolve billing discrepancies and streamline AP processes.