AP Specialist/Bookkeeper

About the role

The purpose of the AP Specialist is to be responsible for the day-to-day functions of the office and our Accounts Payable function. This role is a part‑time position to support the accounting department. The AP Specialist reports to the COO.

Duties and Responsibilities

• Lead for all reception duties including greeting guests, answering phones, handling incoming and outgoing mail
• Receiving, organizing the office and conference room for cleanliness, presentability and order
• Managing office supplies inventory to ensure it never runs out
• Heavy QuickBooks Online use to process vendor invoices on a regular basis
• Match invoices to required supporting documentation, file documents as necessary
• Ensure invoices are properly approved and coded to correct accounts
• Producing a weekly check run report to determine what bills will be paid
• Cut checks once approved to pay and mail out checks
• File weekly A/P packages (check stub, invoice, PO and other supporting documentation)
• Ensure compliance with company accounting policies
• Collection calls
• Set up customers in QuickBooks
• Send insurance certificates
• Collect and record credit card receipts
• Manage petty cash
• All other tasks required by management

Qualifications

• Competency in Microsoft Word, Excel and Outlook
• Previous receptionist, customer service, accounting or assistant experience
• Experience with QuickBooks Online
• Attention to detail required
• Ability to multitask and prioritize tasks effectively
• Pitch‑in attitude and willingness to learn a must
• Excellent oral, written and phone communications skills and ability to work with all personality types