Accounts Payable Coordinator

Mary Square is a women-owned lifestyle and apparel brand inspiring women to live their yes. We offer apparel, statement jewelry, and meaningful gifts designed to uplift and connect. With bold original artwork and a passion for quality, we proudly serve over 4,000 boutiques across the U.S.

This person must be a self-starter, high energy individual with attention to detail and must be comfortable working in a fast-paced constantly changing environment and wearing multiple hats.

The position reports to the Controller.

As a key member of the organization, this position will work cross-functionally. The role is expected to be hands-on. We are searching for a candidate that will maintain and improve processes to ensure that reporting is accurate, and appropriate controls are in place and adhered to.

• Enter all vouchers and invoices into the A/P system.
• Process outgoing payments in compliance with financial policies and procedures.
• Manage new vendor and supplier entry and collect W-9s to support year-end filings.
• Light A/P related bookkeeping and recording for external entities.
• Prepare monthly A/P reports.
• Reconcile the A/P ledger.
• Verify and investigate discrepancies and reconcile vendor statements.

• Reconcile credit card purchases and obtain proper approvals and receipts.
• Enter credit card charges into the A/P subledger by specific vendor .
• Code expenses to specific cost centers / departments as needed.
• Clarify any questionable invoice items, price discrepancies, or approvals.
• Manage office supplies and related purchases.

• Review daily bank activity – entering all auto draft transactions into the A/P system.
• Collect mail daily and send checks to A/R.
• Deposit and Scan checks .

• Verify sales tax data and filings with third party processor (Avalara) for each state.
• Royalty reporting.
• Annual 1099 filing & W-9 archive activities.

• Perform a three-way match of invoices to ensure accurate and timely payment.
• Reconcile foreign payments and wire requests.
• Reconcile shipments received to prepayments.
• Monitor and modify Purchase Orders (PO) to reflect any changes made after a PO is entered (ex: pricing, additional charges, etc.).

• Proficiency in Excel, understanding data, VLOOKUP, and pivot tables.
• Associate or bachelor’s degree in accounting and/or 2-5 years of experience in A/P roles
• Big picture mentality and ability to manage towards business growth.
• Familiarity with the financial processes and internal controls
• Creative thinking to suggest process improvements, including automation of processes.
• Well organized, strong attention to detail, ability to prioritize and meet deadlines.
• Excellent communicator, strong interpersonal and analytical skills
• Proficiency in Microsoft Suite products (Excel, etc.)