Accounts Payable Specialist

Job Title:

Accounts Payable Specialist

Job Description

The Accounts Payable Specialist manages high-volume, multi-location accounts payable operations in a fully onsite environment. This role focuses on accurate and timely invoice processing, vendor account reconciliation, and support of core accounting activities, while partnering closely with other AP specialists, the AP leadership team, internal employees, and external vendors. The position requires strong communication skills, comfort with change and manual processes, and the ability to work efficiently in a fast-paced setting with the potential for contract extension or hire based on workload.

Responsibilities

+ Manage accounts payable activities across multiple locations in coordination with other AP specialists and AP leadership.

+ Manually manage the AP inbox on a daily basis, ensuring all bills are captured and entered into the Chase
360 system.

+ Respond promptly and professionally to internal and external emails regarding invoices, payments, and vendor inquiries.

+ Reconcile vendor accounts receivable aging reports to the organization's vendor payable balances to ensure accuracy.

+ Review new and updated vendor documentation and assist AP leadership with vendor setup and maintenance.

+ Organize and move emails into the correct folders to maintain a clear and efficient workflow.

+ Follow up on outstanding emails and requests to ensure timely resolution of AP-related issues.

+ Process bills accurately, confirming that the correct invoice is used and that all required backup documentation is attached.

+ Ensure proper general ledger coding of invoices to align with accounting policies and reporting requirements.

+ Process transactions and perform accounting duties such as account maintenance, recording journal entries, and reconciling books of accounts.

+ Establish and maintain positive working relationships with employees to support smooth internal AP processes.

+ Establish and maintain strong working relationships with vendors to support timely payments and issue resolution.

+ Verify vendor accounts, pay vendors on schedule, and resolve invoice or payment discrepancies.

+ Ensure check requests and employee expense reports are supported with appropriate documentation, including invoices and receipts.

+ Download all online invoices in a timely manner to prevent late payments and maintain up-to-date records.

+ File paperwork appropriately, whether in a physical filing system or within the organization's electronic systems.

+ Assist with W-9 and 1099 processes to support accurate and compliant tax reporting.

+ Stay informed about regulatory requirements and best practices in accounting and accounts payable.

+ Support special projects as assigned, contributing AP expertise and attention to detail.

+ Handle a high daily volume of invoices, averaging approximately 100 manually entered invoices per day.

+ Work overtime as needed to meet deadlines and support peak workload periods.

Qualifications

+ At least 3+ years of hands-on accounts payable experience.

+ Proven experience with invoice processing in a high-volume, manual-entry environment.

+ Experience working with an ERP system larger and more complex than Quick Books.

+ Knowledge of vendor setup processes and vendor documentation review.

+ Ability to manage and reconcile vendor accounts and aging reports.

+ Strong written and verbal communication skills for interacting with employees and vendors.

+ Comfort with change and openness to doing things differently as processes evolve.

+ Ability to process approximately 100 invoices per day with a high level of accuracy.

+ Basic Excel skills, including sorting and filtering data, with willingness to learn additional functions.

+ Attention to detail in general ledger coding, documentation review, and filing.

+ Ability to support W-9 and 1099 processes and understand basic tax reporting requirements.

+ Capability to work fully onsite and collaborate closely with the AP team.

+ Willingness to work overtime when required to meet business needs.

Job Type & Location

This is a Contract to Hire position based out of Newport Beach, CA.

Pay and Benefits

The pay range for this position is $24.04 - $30.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:  - Medical, dental & vision
- Critical Illness, Accident, and Hospital  - 401(k) Retirement Plan
- Pre-tax and Roth post-tax contributions available
- Life Insurance (Voluntary Life & AD&D for the employee and dependents)  - Short and long-term disability
- Health Spending Account (HSA)  - Transportation benefits
- Employee Assistance Program
- Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Newport Beach,CA.

Final date to receive applications

This position is anticipated to…