Accounts Payable Specialist

Are you a detail-oriented professional who thrives in a fast-paced, collaborative environment? As the Accounts Payable Specialist, you’ll play a key role in ensuring accuracy and efficiency in our financial operations by managing vendor invoices, payments, and records with precision.

• A/P Forecast Reporting:
  Deliver weekly accounts payable forecast reports including due and upcoming invoices, recurring expenses, historical payment trends, expected but not yet received invoices, and upcoming A/P expectations based on invoices received and expected incurred expenses using historical analysis.
• Ensure accurate invoice entry into the accounting system, flag duplicate or questionable charges.
• Vendor Communication:
  Maintain clean communication loops with vendors regarding invoice receipt, payment terms, and issue resolution.
• Migrate invoice records to a digital system to improve accessibility and streamline processes.
• SOP Compliance:
  Follow existing standard operating procedures for payment processing and vendor onboarding.
• Document end-of-month (EOM) tasks with clear instructions and identified ownership.
• Support month-end and year-end closing by preparing A/P reports and assisting with reconciliations and accruals
• Invoice Processing:
  Process vendor invoices, match them with purchase orders and receiving documentation, and route for timely approval and payment.
• Payment Processing:
  Prepare and process weekly payment runs including checks, ACH, and wires in accordance with vendor terms.
• Reconcile bank and credit card statements and investigate discrepancies as needed.
• Maintain accurate financial records and file supporting documentation in both digital and physical formats.
• General Ledger Entries:
  Post journal entries related to accounts payable transactions and ensure proper documentation.
• Rentals Support: assist with data entry and filing of rental paperwork and accounts.
• Tax Exemption Certificates: process and enter tax exempt certificates into Avalara/Ava Tax or other tax systems.
• Review and process employee expense reports in accordance with company reimbursement policies.
• Other duties as assigned.

• High school diploma or equivalent required
• Bachelor’s degree in Accounting, Business Administration, or a relevant field preferred
• 2–3 years of relevant experience in accounts payable or general accounting preferred
• 2- 3 years of experience with Net Suite is highly preferred
• Proficient with the Microsoft Office Suite (especially Excel) and familiar with accounting software (e.g., Quick Books)
• Strong attention to detail and accuracy in data entry and financial records
• Excellent organizational and time management skills
• Strong verbal and written communication skills for interacting with vendors and internal teams