Accounts Payable Specialist

Job Title:

Accounts Payable Specialist

Job Description

The Accounts Payable Specialist manages full-cycle accounts payable activities in a fast-paced, onsite manufacturing environment. This role reviews, processes, and reconciles a high volume of vendor invoices and expense reports, ensures accurate job cost allocations, and supports month-end and year-end close. The specialist collaborates closely with purchasing and other internal teams, maintains strong internal controls, and leverages ERP systems and advanced Excel skills to support accurate, efficient financial operations.

Responsibilities

+ Review vendor invoices, match them to purchase orders and packing slips, research and resolve discrepancies, and voucher them into the accounting system.

+ Reconcile and post accounts payable batches in the accounting system to ensure accurate and timely recording of payables.

+ Print, review, reconcile, allocate to job costs, and voucher expense reports for field service jobs into the accounting system.

+ Reconcile and voucher weekly UPS billings into the accounting system, ensuring accurate coding and timely payment.

+ Review and voucher LTL freight invoices, including internal and intercompany charges, into the accounting system.

+ Review and voucher multi-site utility invoices into the accounting system, ensuring correct allocation and coding.

+ Assist purchasing department employees with accounts payable-related transactions and issue resolution as needed.

+ Print accounts payable checks, obtain required authorized signatures, and prepare payments for distribution.

+ Upload all accounts payable documents into the electronic filing system to maintain organized and accessible records.

+ Assist with month-end close activities, including reconciliations and reporting, as requested.

+ Support year-end close processes by providing documentation, reconciliations, and other assistance as required.

+ Assist with various internal and external audits by preparing documentation, supporting schedules, and responding to inquiries.

+ Apply accounting principles and internal control standards to all accounts payable processes to support compliance and accuracy.

+ Support cash flow management and payment forecasting through accurate and timely processing of payables.

+ Identify opportunities for process improvements and automation within accounts payable and help implement enhanced procedures.

Essential Skills

+ At least 2 years of full-cycle accounts payable experience.

+ Strong understanding of accounting principles (GAAP) and their application within the Accounts Payable function.

+ Hands-on experience with invoice processing, including three-way matching of purchase orders, packing slips, and invoices.

+ Proficiency with ERP systems and accounting software, such as Infor Syte Line, SAP, Oracle, Net Suite, or similar financial systems.

+

Experience with accounts payable reconciliation, invoice entry, invoice coding, and invoice discrepancy resolution.

+ Advanced proficiency in Microsoft Excel, including use of Excel pivot tables, and strong working knowledge of Microsoft Office (Outlook, Word, PowerPoint).

+ Demonstrated ability to support cash flow management, payment forecasting, and working capital optimization within accounts payable.

+ Knowledge of internal controls, audit compliance, and financial policies related to accounts payable operations.

+ High level of personal effectiveness with strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced onsite environment.

+ Excellent written and verbal communication skills, with the ability to translate complex financial data into clear, actionable insights for non-finance stakeholders.

+ Demonstrated high level of ethical conduct, integrity, and professionalism in handling confidential financial and operational information.

+ Experience working with accounts payable and, where applicable, accounts receivable functions.

+ Comfort working with electronic filing systems and digital document management.

Additional

Skills & Qualifications

+ Bachelor's degree in accounting, finance, or a related field is preferred.

+

Experience with SAP or similar ERP platforms for accounts payable processing.

+ Background in a manufacturing environment or similar operational setting.

+ Proven ability to identify and implement process improvements, automation initiatives, and financial efficiencies within AP processes.

+ Strong data entry skills with a focus on accuracy and completeness.

+ Experience supporting various audits by providing documentation and responding to auditor requests.

+ Ability to collaborate effectively with purchasing and other cross-functional teams.

+ Capability to work on a contract basis with potential for contract-to-hire, demonstrating adaptability and reliability.

Work Environment

This role is based onsite within a manufacturing company located near in Fremont, CA. The position operates in a fast-paced, production-oriented environment where accuracy,…