Accounts Payable Specialist

Description

The Accounts Payable Specialist is responsible for managing the accounts payable cycle and ensuring the accurate, timely, and controlled processing of vendor invoices and payments across the organization. This role serves as a key partner to Finance, Operations, Procurement, project teams, and vendors to resolve discrepancies, maintain strong financial controls, and support the efficient delivery of facility services.

The Accounts Payable Specialist operates with a high degree of independence and judgment, manages competing priorities in a fast-paced environment, and identifies opportunities to improve processes, strengthen controls, and enhance the accuracy and efficiency of accounts payable operations.

• Manage the full accounts payable lifecycle, including invoice review, coding, approval workflow, payment processing, and reconciliation.
• Review invoices for accuracy, appropriate authorization, supporting documentation, contract terms, and proper general ledger and cost-center coding.
• Process vendor payments through ACH, check, wire transfer, credit card, or other approved payment methods.
• Maintain accurate and complete vendor records and ensure appropriate documentation is obtained prior to payment.
• Monitor outstanding invoices, payment schedules, credits, and vendor statements to ensure accounts remain current and accurate.
• Research and independently resolve invoice discrepancies, duplicate invoices, pricing differences, missing documentation, and payment inquiries.
• Coordinate with operational leaders, project managers, procurement, and other departments to obtain timely approvals and resolve payment issues.

• Serve as a primary point of contact for vendors regarding invoice status, payment timing, account discrepancies, and other AP-related matters.
• Establish and maintain professional vendor relationships while balancing vendor needs with company policies, controls, and cash-management priorities.
• Review vendor statements and proactively identify missing invoices, unapplied credits, duplicate charges, or other account discrepancies.
• Support vendor onboarding and maintenance processes, including collection and validation of required tax and payment documentation.
• Assist with annual Form 1099 reporting and vendor tax compliance.

• Ensure AP transactions are recorded accurately and in accordance with company accounting policies and established internal controls.
• Support month-end and year-end close activities, including AP reconciliations, accruals, cutoff procedures, and identification of outstanding liabilities.
• Reconcile accounts payable subledger activity to the general ledger and investigate variances.
• Maintain documentation necessary to support internal and external audits.
• Monitor aging reports, outstanding checks, unapplied credits, and other AP-related balances.
• Assist Finance leadership with cash-flow planning by providing visibility into upcoming payment obligations and significant vendor expenditures.
• Identify unusual transactions, payment trends, or control concerns and elevate significant issues as appropriate.

• Support accounts payable activities associated with multiple customer locations, service contracts, work orders, construction or capital projects, subcontractors, and recurring facility-service vendors.
• Ensure expenses are appropriately allocated by customer, location, project, department, or service line.
• Partner with Operations and project teams to resolve discrepancies involving purchase orders, work completion, subcontractor billing, materials, and service invoices.
• Assist with tracking customer-billable or project-related expenditures when applicable.
• Maintain an understanding of operational workflows to help ensure accurate and timely financial reporting.

• Evaluate accounts payable processes and recommend improvements to increase efficiency, accuracy, visibility, and internal controls.
• Identify opportunities to automate manual processes and improve invoice and approval workflows.
• Develop and maintain…