Accounts Payable Specialist

Description

The Accounts Payable Specialist is responsible for processing vendor invoices, payments, and maintaining accurate accounts payable records across multiple legal entities in accordance with company policies and internal controls. Working in a fast-paced, multi-channel retail and e-commerce environment, this role manages high-volume merchandise and inventory-related vendor activity in the company’s ERP system, including purchase order matching and resolution of receiving and pricing discrepancies.

This role also provides limited support for basic Accounts Receivable activities, including invoice posting, payment application, and reconciliation of retail and e-commerce deposits, as assigned. The Accounts Payable Specialist works closely with accounting leadership and cross-functional partners in purchasing, distribution, store operations, and e-commerce to ensure accurate financial records, timely processing, and audit readiness.

• Receive, review, and verify vendor invoices for accuracy, proper authorization, and documentation
• Perform two- and three-way matching of invoices to purchase orders and receiving records in the ERP system
• Research and resolve price, quantity, and receiving discrepancies with purchasing, distribution center, and store teams
• Process merchandise vendor credits, returns to vendor (RTVs), chargebacks, and vendor allowances
• Review and process freight, drop-ship, and other inventory-related vendor charges
• Accurately code and enter invoices into the ERP system, including the correct legal entity, department, and location
• Process payments in accordance with approved payment schedules and company policies
• Maintain organized records of invoices, payments, and vendor correspondence
• Reconcile vendor statements and investigate discrepancies
• Support month-end close by ensuring invoices, payments, and accruals (including received-not-invoiced inventory) are recorded timely

• Process invoices and payments across multiple legal entities, ensuring each transaction is recorded to the correct entity
• Identify, record, and support reconciliation of intercompany transactions and balances
• Support entity-level vendor setup and maintenance, including W-9 collection and 1099 reporting by entity

• Assist with basic AR activities such as invoice posting and payment application, as assigned
• Ensure customer payments are accurately recorded and properly applied
• Support reconciliation of retail store deposits, e-commerce sales, and payment processor or credit card settlements
• Escalate billing discrepancies, unapplied payments, or unusual AR activity to the Controller

• Follow internal controls, segregation of duties, and documentation standards
• Ensure AP and AR transactions are processed in accordance with company policies
• Use ERP and related e-commerce, point-of-sale, and payment systems effectively, and support testing, data validation, and adoption during system changes or upgrades
• Maintain audit-ready documentation for assigned work
• Support internal and external audit requests as needed

• Communicate professionally with vendors and internal partners regarding invoice or payment questions
• Participate in training and cross-training opportunities
• Identify process improvement opportunities and communicate suggestions to leadership
• Demonstrate professionalism, accuracy, and accountability in daily work

• Maintain confidentiality and exercise sound judgment when handling sensitive financial information
• Support extended hours during close cycles or peak processing periods, including holiday and…