Accounts Payable Analyst

Purchasing and Accounts Payable Specialist

Location
:
Falls Church, VA (Hybrid)

Compensation: $70,000-$80,000 annually

We are seeking a detail-oriented Purchasing & Accounts Payable Specialist to support our finance team with day-to-day purchasing activities and full-cycle accounts payable processing. This role has particular emphasis on facilities-related purchasing and utilities payments, coordinating vendor orders for building maintenance, supplies, and services, and ensuring utility invoices (electricity, water, gas, waste, telecom, etc.) are accurately coded, approved, and paid on time across our location(s).

This is an excellent opportunity for an early-career accounting or purchasing professional who is organized, comfortable working with multiple vendors and stakeholders, and eager to build deeper expertise in procurement and AP operations.

Key Responsibilities

• Create and process purchase orders for facilities supplies, maintenance services, equipment, and general office needs.
• Solicit and compare vendor quotes; support vendor selection in line with company purchasing policy and budget guidelines.
• Maintain accurate purchase order records and match POs to receipts and invoices (3-way match).
• Track open orders, follow up on delayed deliveries, and resolve discrepancies with vendors.
• Set up and maintain new vendor accounts, including W-9 collection, banking/payment details, and configuration in the accounting/ERP system.
• Negotiate and track volume purchase discounts, pricing tiers, and contract terms with recurring vendors and suppliers.
• Monitor and reconcile vendor rebates and credits, ensuring they are accurately applied, tracked, and collected on schedule.
• Support facilities team with sourcing for repairs, janitorial services, landscaping, and building supplies.
• Process full-cycle accounts payable: invoice receipt, coding, approval routing, and payment processing (check, ACH, wire).
• Manage recurring utilities payments (electric, gas, water/sewer, waste removal, telecom, internet) across all company locations, ensuring accurate GL coding and on-time payment to avoid late fees or service interruption.
• Monitor utility accounts for billing anomalies, rate changes, or usage spikes and flag discrepancies for review.
• Reconcile vendor statements and respond to vendor inquiries regarding invoice and payment status.
• Maintain organized, audit-ready AP records, including W-9s, contracts, and supporting documentation.
• Assist with month-end close activities, including AP accruals and account reconciliations.
• Support 1099 preparation and filing at year-end.
• Identify opportunities to streamline purchasing and AP workflows, including expanding electronic invoicing and payments.

Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or related field (or equivalent experience).
• 1-3 years of experience in accounts payable, purchasing, or general accounting; internship or coursework in accounting is a plus.
• Exposure to or familiarity with facilities-related purchasing and/or utilities billing is strongly preferred.
• Experience with vendor account setup/onboarding, negotiating volume discounts, and tracking or reconciling vendor rebates is a plus.
• Working knowledge of accounting/ERP software (e.g., Quick Books, Net Suite, Sage, SAP, or similar); willingness to learn new systems required.
• Proficiency in Microsoft Excel (basic formulas, data entry, and organization).
• Strong attention to detail and accuracy when handling invoices, coding, and payment data.
• Ability to work both independently and collaboratively in a hybrid team environment.
• Prior experience coordinating with facilities or property management teams.
• Experience managing multi-location utility accounts or vendor portals.
• Familiarity with purchase order systems and 3-way matching processes.
• Track record of identifying and capturing volume discount opportunities or rebate programs with vendors.