Accounts Payable Specialist

Accounts Payable Specialist

The Accounts Payable Specialist plays a key role in ensuring accurate, timely, and compliant processing of vendor invoices, expense reports, and customer billing within a busy accounting environment. This position audits and reconciles a variety of financial transactions, supports both accounts payable and accounts receivable activities, and contributes to efficient month-end and year-end closing processes while partnering closely with purchasing and field service teams.

Responsibilities:

• Audit vendor invoices by verifying them against purchase orders and packing slips, investigate discrepancies, and enter approved vouchers into the accounting system.
• Reconcile and post accounts payable batches within the accounting platform to ensure accurate and up-to-date ledgers.
• Process field service expense reports by printing, reviewing, reconciling, allocating costs to specific jobs, and entering all data into the accounting system.
• Manage purchase order line items for vendor shipments delivered directly to customers, ensuring proper documentation and cost allocation.
• Reconcile weekly UPS invoices and record them accurately in the accounting system.
• Handle the monthly American Express statement by printing, reviewing, reconciling, allocating charges to job costs, and entering the information 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 ensure timely and accurate entry into the accounting system.
• Provide transactional support to purchasing department staff as needed, including resolving invoice and purchase order issues.
• Print accounts payable checks and obtain all required authorized signatures prior to disbursement.
• Maintain and replenish the petty cash fund as necessary, ensuring proper documentation and controls.
• Process new customer credit applications 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 support accurate job cost allocation.
• Upload shipping documentation to the centralized multi-site tracking system to maintain complete and accurate shipment records.
• Prepare, process, and post progress billings in the accounting system in coordination with project and operations teams.
• 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 correct application of funds.
• Support month-end and year-end closing activities as requested, including reconciliations and reporting tasks.

Essential

Skills:

• Minimum of 3 years of experience in accounts payable.
• Strong hands-on experience with accounts payable processes, including invoice processing and three-way matching.
• Proficiency in working with purchase orders, packing slips, and vendor invoices to ensure accurate matching and reconciliation.
• Demonstrated ability to perform detailed reconciliations for accounts payable batches, freight invoices, utility invoices, and credit card statements.
• Experience with accounts payable and accounting systems for entering, posting, and tracking financial transactions.
• Ability to manage multiple invoices and expense reports across various vendors, sites, and job cost centers.
• Strong organizational skills for maintaining customer documentation such as credit applications, W-9 forms, and sales tax certificates.
• Attention to detail and accuracy in reviewing, allocating, and posting financial data.
• Ability to support both accounts payable and accounts receivable functions, including progress billings and customer payment application.

Additional Skills &

Qualifications:

• Experience with three-way matching of invoices, purchase orders, and packing slips.
• Background in job cost allocation and expense tracking for projects or field service work.
• Familiarity with freight billing, including LTL freight and intercompany charges.
• Comfort working with multi-site utility invoices and centralized tracking systems.
• Experience processing corporate credit card statements, such as American Express, including detailed reconciliation and job cost allocation.
• Ability to collaborate effectively with purchasing, field service, and accounting team members.
• Strong time…