Accounts Payable Specialist

Company Description

Pro Telesis provides comprehensive IT solutions, enabling businesses to focus on their core operations while we manage their IT needs. Formed through the partnership of two leading Mitel dealers in California, Pro Telesis has grown to become a top provider of Business Phone Systems and Unified Communications nationwide. We offer end-to-end technology solutions including IT infrastructure design, implementation, real-time analytics, automation, monitoring, and 24/7 support.

With locations in San Diego, CA (headquarters), Irvine, Arizona, and Salt Lake City Pro Telesis ensures expert services backed by robust support across various regions.

We are seeking a detail-oriented Accounts Payable Specialist to own the full-cycle accounts payable process for a nationwide managed IT and unified communications provider. In this role you will process vendor invoices, reconcile carrier and distributor billing, manage payment runs, and support month-end close. You will work closely with procurement, service delivery, and project teams, and interact daily with our hardware distributors, carriers, and technology partners.

This is an excellent opportunity for an accounting professional who enjoys a fast-paced technology environment and takes pride in accuracy and clean, well-documented records.

• Process high-volume vendor invoices in Quick Books, coding accurately to the correct general ledger accounts, departments, and project or job codes.
• Perform three-way matching of purchase orders, receiving documentation, and invoices for hardware, software licensing, and carrier services.
• Reconcile vendor statements and research and resolve discrepancies, short shipments, and pricing variances with distributors, carriers, and technology partners.
• Prepare and execute weekly check, ACH, and credit card payment runs, maintaining a payment calendar that captures early-pay discounts and avoids late fees.
• Audit recurring telecom, carrier, and cloud subscription invoices against contracted rates and against service records in Autotask, flagging billing errors and pursuing credits.
• Partner with procurement and project managers in Autotask to align purchase orders and project costs with vendor billing.
• Maintain vendor master records in Quick Books and the CRM, including W-9 collection, remittance details, payment terms, and certificates of insurance.
• Provide support for the annual 1099 preparation and filing.
• Administer corporate credit card reconciliation and employee expense reimbursement, ensuring receipts and approvals meet company policy.
• Assist with month-end close, including accounts payable accruals, general ledger reconciliations, prepaid schedules, and audit support schedules.
• Maintain organized digital records and documentation that support internal controls and audit readiness.

• Associate or Bachelor degree in Accounting, Finance, Business Administration, or a related field, or an equivalent combination of education and experience.
• Two or more years of full-cycle accounts payable experience, preferably within technology, telecommunications, managed services, or professional services.
• Hands-on experience with Quick Books (Online and/or Desktop) is required, including invoice entry, GL coding, vendor management, and AP reporting.
• Experience with Autotask PSA, or a comparable professional services automation platform such as Connect Wise, is strongly preferred.
• Demonstrated CRM experience (Autotask CRM, Salesforce, Hub Spot, or similar) maintaining vendor and customer records and coordinating across departments.
• Experience with 1099 reporting and vendor onboarding documentation is a plus.

• Strong working knowledge of accounts payable workflows, general ledger coding, three-way match, accruals, and 1099 reporting requirements.
• Intermediate to advanced Microsoft Excel skills, including pivot tables, lookup functions, and account reconciliations.
• Exceptional accuracy and attention to detail while handling high transaction volumes.
• Ability to independently research and resolve vendor discrepancies in a professional, relationship-preserving manner.
• Clear written and verbal communication skills for working with vendors, carriers, and internal stakeholders.
• Strong organizational and time management skills, with the ability to meet recurring close deadlines.
• Sound judgment and discretion when handling confidential financial information.

The characteristics described here represent those typically encountered while performing the essential functions of this role.

• This position is based at the Pro Telesis headquarters in San Diego, CA, with hybrid flexibility during standard business hours.
• Primarily an office and computer-based role involving extended periods of sitting and computer use.
• May require additional hours during month-end, quarter-end, and year-end close cycles.

We encourage applications from diverse candidates and…