Accounts Payable Specialist

Job Title:

Accounts Payable Specialist

Job Description

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.

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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

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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…