Accounts Payable Specialist

Benefits

• 401(k)
• 401(k) matching
• Competitive salary
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development

We are seeking a detail‑oriented and responsible Accounts Payable Specialist to join our Finance and Accounting team. This role will be responsible for processing vendor invoices, matching purchase orders and receiving documents, preparing payments, maintaining vendor records, and supporting month‑end closing activities. The ideal candidate should have strong attention to detail, good communication skills, and experience in a manufacturing, construction, inventory, or project‑based environment.

Experience with Net Suite or another ERP system is preferred.

• Accounts Payable Processing
  • Review, code, and enter vendor invoices into the accounting system.
  • Match invoices with purchase orders, receiving records, packing slips, contracts, and approval documents.
  • Verify invoice accuracy, including quantity, price, tax, freight, payment terms, and supporting documentation.
  • Route invoices for proper approval according to company policy and approval matrix.
  • Monitor invoice status and follow up with internal departments for missing approvals or supporting documents.
• Vendor and Payment Management
  • Maintain vendor records, including W‑9, W‑8
    
    BEN‑E, banking information, payment terms, and contact details.
  • Assist with vendor onboarding and ensure required documentation is collected before payment.
  • Prepare weekly payment runs, including ACH, wire, check, and credit card payments, for management review and approval.
  • Reconcile vendor statements and resolve invoice or payment discrepancies in a timely manner.
  • Communicate professionally with vendors regarding invoice status, payment timing, and account issues.
• Purchase Order, Inventory, and Project Support
  • Coordinate with procurement, warehouse, receiving, operations, and project teams to resolve PO, receiving, and invoice variances.
  • Support three‑way matching for inventory, equipment, construction, freight, service, and other vendor invoices.
  • Assist with proper invoice classification, including inventory, fixed assets, construction in progress, prepaid expenses, operating expenses, and cost of goods sold.
  • Assist with tracking deposits, prepayments, retainage, freight, duty, tariff, and import‑related costs.
• Month‑End Close and Reporting
  • Assist with month‑end accounts payable accruals for received but not invoiced goods and services.
  • Prepare AP aging reports, vendor balance summaries, and open invoice reports as requested.
  • Support reconciliations of accounts payable, accrued expenses, inventory received not billed, vendor deposits, and prepaid balances.
  • Provide invoices, approvals, payment records, and vendor documentation for audit and management review.
  • Maintain organized electronic records for invoices, approvals, payment support, and vendor files.
• Compliance and Internal Controls
  • Follow company approval matrix, segregation of duties, payment authorization procedures, and document retention requirements.
  • Identify duplicate invoices, unusual payment requests, missing documentation, or potential fraud risks.
  • Ensure compliance with company policies, tax documentation requirements, and accounting standards.
  • Maintain confidentiality of vendor, banking, payroll, and company financial information.

• Associate degree in Accounting, Finance, Business, or related field preferred.
• 2+ years of accounts payable or accounting experience.
• Experience with invoice processing, vendor management, and payment preparation.
• Understanding of purchase orders, receiving documents, and invoice matching.
• Proficiency in Microsoft Excel, Outlook, and general office software.
• Strong attention to detail and accuracy.
• Ability to manage deadlines and handle multiple priorities.
• Good written and verbal communication skills.
• Ability to work independently and as part of a team.

• Experience in manufacturing, construction, logistics, inventory, or project‑based accounting.
• Experience with Net Suite, Oracle, SAP, Quick Books, or another ERP system.
• Knowledge of three‑way matching, inventory AP, fixed assets, and…