Accounts Payable Specialist

We are seeking a detail-oriented Accounts Payable Specialist to support the Company’s day-to-day accounts payable and accounting operations. This position will be responsible for processing vendor invoices, maintaining accurate vendor accounts, preparing payments, reconciling accounts, and assisting with month-end close activities.

The ideal candidate has strong attention to detail, excellent organizational skills, and the ability to identify and resolve discrepancies. Experience with ERP systems, three-way matching, vendor statements, and high-volume invoice processing is preferred.

Responsibilities

• Process and accurately code vendor invoices in accordance with Company policies and accounting procedures.
• Review invoices for appropriate approvals, supporting documentation, pricing, quantities, and payment terms.
• Perform three-way matching of purchase orders, receiving documentation, and vendor invoices when applicable.
• Enter invoices and related transactions into the accounting/ERP system.
• Maintain accurate vendor accounts and respond to vendor inquiries regarding invoices, payments, and account balances.
• Reconcile vendor statements and research and resolve discrepancies, duplicate invoices, credits, and outstanding balances.
• Prepare and process weekly or scheduled vendor payment runs, including checks, ACH, and other payment methods.
• Ensure invoices are paid accurately and timely while taking advantage of applicable vendor discounts.
• Monitor accounts payable aging and follow up on outstanding invoices and unresolved items.
• Maintain accurate vendor records, including payment information and required documentation.
• Assist with employee expense reports and corporate credit card reconciliation as needed.
• Record and reconcile miscellaneous accounts payable transactions.
• Assist with inventory-related invoices and transactions, including purchases of raw materials, packaging, supplies, and other inventory items.
• Assist with monthly, quarterly, and year-end close activities, including AP reconciliations, accruals, and supporting schedules.
• Assist with the preparation of internal financial reports and accounting schedules.
• Work with Purchasing, Receiving, Warehouse, Operations, and other departments to resolve invoice and receiving discrepancies.
• Maintain organized and accurate AP documentation and records.
• Assist with audits and provide supporting documentation as requested.
• Perform other accounting and administrative duties as assigned.

Qualifications

• Bachelor’s degree in Accounting, Finance, or a related field preferred; equivalent relevant experience may be considered.
• 2–4 years of accounts payable or general accounting experience preferred.
• Experience processing a high volume of invoices in a manufacturing, consumer products, retail, or eCommerce environment preferred.
• Experience with purchase orders, three-way matching, vendor statements, and account reconciliations.
• Strong understanding of accounts payable processes and basic accounting principles.
• Experience with an ERP/accounting system required.
• Experience with Sage X3 preferred.
• Experience with inventory-related payables and manufacturing purchases preferred.
• Proficiency with Microsoft Excel required.

Skills

• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Strong analytical and problem-solving abilities.
• Ability to identify discrepancies and independently research and resolve issues.
• Strong written and verbal communication skills.
• Ability to communicate professionally with vendors and internal departments.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Ability to maintain confidentiality when handling financial and vendor information.
• Strong teamwork and collaboration skills.