AP Specialist

The Accounts Specialist is responsible for ensuring accurate and timely allocation of expenses, revenues, and intercompany transactions across affiliated companies. This role focuses on preparing detailed allocation schedules, maintaining compliance with internal accounting policies, and ensuring that all transactions are coded correctly to their designated General Ledger (GL) accounts. The Accounts Specialist plays a critical role in supporting consolidated financial reporting and maintaining data integrity across the organization.

• Review, verify, and process vendor invoices, employee expense reports, and payment requests.
• Prepare, review, and maintain allocation schedules for shared expenses, revenues, and intercompany charges across affiliated companies.
• Ensure all allocations are coded accurately to the correct GL accounts and cost centers.
• Match invoices with purchase orders and receipts (three-way matching) and resolve discrepancies.
• Enter and code invoices into the accounting system (e.g., Dynamics 365, SAGE or similar ERP system)
• Prepare and process weekly check runs, ACH, and wire transfers.
• Maintain vendor files and ensure all W-9 and tax documents are accurate and up to date.
• Reconcile accounts payable transactions and assist in month-end closing by preparing AP reports and accruals.
• Communicate with vendors and internal departments to resolve billing and payment issues.
• Ensure compliance with company policies and regulatory requirements.
• Assist with audits by providing documentation and reports as needed.
• Contribute to continuous process improvements in the AP function.