Accounts Payable Specialist

Quintairos, Prieto, Wood & Boyer, P.A. (QPWB), a multi-office national defense firm and the largest minority-owned law firm in the United States, is seeking an Accounts Payable Specialist to join our Accounting Department.

About the Role

The Accounts Payable Specialist will be responsible for processing and managing firm payables across multiple offices, with a focus on vendor invoices, office rent and leases, facilities expenses, fixed assets, utilities, and other recurring firm expenses. The ideal candidate is highly organized, detail-oriented, and comfortable managing a high volume of invoices and recurring obligations while maintaining accurate financial records and ensuring payments are processed accurately and on time.

Responsibilities

• Receive, review, code, organize, and enter vendor invoices into the firm’s accounts payable system
• Ensure invoices contain appropriate documentation, approvals, coding, and office allocations prior to payment
• Manage recurring monthly expenses and ensure timely and accurate payment processing
• Maintain vendor records and communicate with vendors regarding invoices, balances, credits, payment status, and discrepancies
• Reconcile vendor statements and research missing, duplicate, past-due, or incorrectly billed invoices
• Maintain schedules for recurring firm expenses and contractual obligations
• Process and track monthly office rent and other lease-related payments
• Maintain centralized office lease schedules, including rent, expiration dates, increases, renewal dates, security deposits, and other significant terms
• Track facilities-related expenses, including utilities, maintenance, repairs, cleaning, parking, storage, furniture, and other office costs
• Maintain fixed asset records for furniture, computers, equipment, office improvements, and other capital purchases
• Ensure fixed asset purchases are accurately recorded, coded, and allocated to the appropriate office
• Maintain organized electronic records of invoices, leases, contracts, payment confirmations, and supporting documentation
• Monitor the Accounts Payable inbox and appropriately process incoming invoices, statements, and payment requests
• Follow up with attorneys, staff, and departments regarding missing invoices, approvals, or supporting documentation
• Assist with monthly accounts payable reconciliations and month-end and year-end accounting procedures
• Prepare reports and schedules related to vendors, leases, rent, facilities expenses, recurring payments, and fixed assets
• Identify and research billing discrepancies, duplicate payments, unnecessary charges, and opportunities to improve expense controls
• Assist the Accounting Department with additional accounts payable and accounting projects as needed

Requirements

• 2+ years of accounts payable, accounting, bookkeeping, or related experience preferred
• Experience processing a high volume of invoices and recurring expenses
• Experience with accounting or accounts payable systems
• Strong proficiency in Microsoft Excel
• Excellent attention to detail and organizational skills
• Ability to manage multiple deadlines and recurring obligations
• Strong written and verbal communication skills
• Ability to independently research discrepancies and follow issues through resolution
• Experience within a multi-office law firm or professional services organization is preferred but not required

Benefits

• Medical, dental, and vision insurance
• Employer-paid life insurance and short-term disability
• 401(k) with employer match
• Paid vacation, holidays, and personal time off
• Opportunities for professional growth within a national law firm