Accounts Payable Specialist

Job Title:

Accounts Payable Specialist

Job Description

The Accounts Payable Specialist supports the full cycle of accounts payable and related accounting activities, ensuring accurate, timely, and well-documented financial transactions. This role audits and processes vendor invoices and expenses, manages job cost allocations, assists with accounts receivable postings, and supports month-end and year-end close. The specialist collaborates closely with purchasing and accounting team members to maintain organized records and smooth financial operations.

Responsibilities

+ Audit vendor invoices by verifying details against purchase orders and packing slips, investigating discrepancies, and entering approved vouchers into the accounting system.

+ Reconcile and post accounts payable batches within the accounting platform to ensure accurate and up-to-date records.

+ Process field service expense reports by printing, reviewing, reconciling, allocating costs to specific jobs, and entering the information into the accounting system.

+ Manage purchase order line items for vendor shipments delivered directly to customers, ensuring proper documentation and accurate posting.

+ Reconcile weekly UPS invoices and record them in the accounting system in a timely and accurate manner.

+ Handle the monthly American Express statement by printing, reviewing, reconciling, allocating expenses to job costs, and entering the statement into the accounting system.

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

+ Process utility invoices for multiple sites and enter them into the accounting system with correct coding and allocations.

+ Provide transactional support to purchasing department staff as needed, including research, documentation, and data entry related to payables and orders.

+ Print accounts payable checks and obtain all required authorized signatures prior to distribution.

+ Maintain and replenish the petty cash fund as necessary, ensuring proper documentation and reconciliation.

+ Process new customer credit applications and prepare them for review and approval by the Controller.

+ Organize and maintain customer documentation, including credit applications, W-9 forms, and sales tax certificates, in an orderly and accessible manner.

+ Create job entries in the expense tracking system to enable accurate job cost allocation and reporting.

+ Upload shipping documentation to the centralized multi-site tracking system to support accurate tracking and billing.

+ Prepare, process, and post progress billings in the accounting system in coordination with project or job requirements.

+ Collect, attach, and scan packing slips to customer invoices for accounts receivable to ensure complete billing support.

+ Apply and post customer payments to the accounting system and the bank, as applicable, ensuring accurate cash application.

+ Support month-end and year-end closing activities as requested, including reconciliations, documentation, and reporting support.

Essential Skills

+ Hands-on experience in accounts payable, including invoice processing and payable reconciliation.

+ Proficiency with purchase orders and three-way matching of invoices, purchase orders, and packing slips.

+ Ability to reconcile accounts payable batches and various vendor statements accurately.

+ Experience allocating expenses to job costs and working within an accounting system or platform.

+ Strong attention to detail and accuracy in data entry and documentation.

+ Ability to manage multiple tasks and deadlines in a structured accounting environment.

+ Solid understanding of basic accounting principles related to payables and receivables.

Additional

Skills & Qualifications

+ Background in accounts payable or a similar accounting support role.

+ Experience processing freight, utility, and credit card invoices.

+ Familiarity with expense tracking systems and multi-site documentation or tracking tools.

+ Experience supporting month-end and year-end close activities.

+ Strong organizational skills for managing customer documentation and financial records.

+ Ability to collaborate effectively with…