Accounts Payable Specialist

OVERVIEW:

The Accounts Payable Specialist is responsible for supporting the full-cycle accounts payable process for Maglio Companies, ensuring vendor invoices and payments are processed accurately, timely, and in accordance with company procedures. This position processes invoices, maintains vendor records, supports payment and expense-reporting processes, assists with financial documentation, and serves as a backup for Accounts Receivable functions.

This position also serves as a primary point of contact for the front office and provides bilingual English/Spanish support to employees, visitors, vendors, drivers, and callers. The Accounts Payable Specialist is expected to provide professional, responsive service while balancing accounting responsibilities with front-office and administrative needs.

• Process, code, and enter high-volume invoices across multiple companies, ensuring accuracy, proper approval, and supporting documentation, including purchase orders, receiving documents, and bills of lading.
• Maintain supporting invoice documentation and follow up on missing approvals, documentation, freight issues, and invoice discrepancies.
• Prepare weekly check runs, ACH payments, wire transfers, and vendor remittances.
• Reconcile vendor statements, respond to vendor inquiries, and resolve invoice and payment discrepancies.
• Set up and maintain vendor accounts, including W-9s, payment information, and required documentation.
• Maintain accurate, organized, and audit-ready A/P records and assist with reporting, audits, and Finance projects as needed.
• Manage company credit card and expense-reporting processes, ensuring proper coding, receipts, documentation, and approvals.
• Follow up with employees and managers regarding missing documentation, incomplete expense reports, and credit card or expense-reporting questions.
• Ensure compliance with company policies, procedures, and internal controls.

• Serve as backup for Accounts Receivable during staff absences or peak periods.
• Process daily customer billing through applicable customer portals.
• Apply customer payments and record bank and check deposits.
• Monitor accounts receivable and follow up with customers on past-due balances.
• Maintain accurate A/R records, including aging, credits, rebates, and deductions.
• Prepare weekly A/R aging reports and periodic customer statements.
• Set up and maintain customer accounts, including EFT information.
• Assist with A/R reporting and other related duties as needed.

• Answer and route incoming calls and general inquiries.
• Greet and assist employees, applicants, visitors, vendors, and delivery drivers.
• Provide bilingual English/Spanish assistance to employees and visitors and direct questions to the appropriate department or resources as needed.
• Sort and distribute incoming mail and coordinate outgoing mail, shipments, checks, and deliveries.
• Maintain a professional and welcoming front lobby.
• Order and maintain office, IT, and breakroom supplies.
• Assist with conference room and general office needs.
• Provide administrative support to the Finance team and other departments as needed.
• Maintain confidentiality of financial, employee, and company information.
• Perform other duties and special projects as assigned.

• Strong attention to detail and accuracy
• Strong organization, time management, and follow-through
• Ability to prioritize multiple responsibilities and manage frequent interruptions
• Strong analytical and problem-solving skills
• Basic knowledge of accounting principles and A/P processes
• Professional and customer-focused communication skills
• Ability to communicate effectively with employees, vendors, customers, and visitors
• Ability to maintain confidentiality and exercise sound judgment
• Ability to work independently while contributing to a team environment
• Adaptable and comfortable working in a fast-paced environment

• High school diploma or equivalent.
• 3+ years of Accounts Payable, accounting, bookkeeping, or related finance experience.
• Bilingual in English and Spanish with the ability to effectively…