Accounts Payable Specialist

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Company Overview

Botanical Designs and its affiliates, Foliage Design Systems, McCaren Designs and Good Earth are a creative and dynamic company specializing in interior and exterior landscaping, as well as seasonal holiday décor installations. Our mission is to transform commercial spaces into visually stunning environments that reflect beauty, festivity, and functionality. We are passionate about our work and committed to delivering high-quality design and installation services to our clients.

Summary

Description:



Botanical Designs is seeking a highly motivated, experienced Accounts Payable Specialist to join its Finance team. The successful candidate will need to be flexible and a proactive team member in a rapidly changing and growing organization. The AP Specialist will play a crucial role in the accounting and financial operations of our organization, with a particular focus on managing the full-cycle accounts payable process including managing vendor master file, accurate and timely coding of vendor invoices, cash disbursements and other AP and Accounting related duties.

This is a key role with visibility across all levels of the organization.

Job Duties and Responsibilities (Essential Functions):

Accounts Payable

• Manage the full cycle accounts payable process, code and enter invoices, ensure proper approval for job costs and/or overhead costs.
• Reconcile vendor statements and research and process vendor claims as needed.
• Reconcile accounts payable and other related general ledger accounts on a timely basis.
• Research inventory issues, including quantity and vendor price issues.
• Manage corporate credit card platform, process/reconcile corporate credit cards and related expenditures.
• Manage employee expense report platform, ensure proper documentation of employee expenditures and proper approval and timely remittance to employee.
• Assist with monthly ledger closing processes as needed.
• Preparation and filing of 1099's.
• Other duties as assigned.

Vendor Account Management

• Ownership/management of vendor master file ensuring all related documents are complete and accurate (W9s, COIs, contact information).
• Timely resolution of vendor requests (customer inquiries, billing issues, certificate of insurance requests, administrative requests, etc.).

Treasury

• Partner with Controller/CFO in managing timely disbursements to vendors, including cash flow management.

Audit Support:

• Coordinate and support external audits, providing necessary documentation, ensure audit readiness.
• Implement and maintain internal controls to safeguard company assets.

Process Improvement:

• Identify opportunities for process improvement within the accounting function, implementing best practices to enhance efficiency.
• Documentation of standard operating procedures.

Other

• Cross training with other functional areas within the finance team as necessary.

Knowledge/Skills/Abilities:

• Ensure knowledge of appropriate safety and environmental revisions.
• Set a positive example by displaying a pleasant and approachable demeanor and remaining friendly and courteous at all times.
• Is aware of and actively supports the achievement of departmental goals.

• Proactive and innovative team player, strong follow through, quick decision-making abilities and able to problem-solve and thrive in an entrepreneurial, dynamic, growth-oriented, fast-paced environment.
• Professional mannerisms, appearance and actions (self-confident and committed to high ethics).
• Interpersonal skills, with the ability to build strong relationships at all levels.
• Excellent knowledge of Excel and able to provide training for employees.
• Strong organizational skills and the ability to manage change effectively.
• Strong verbal and written communication skills with customers, supervisors and co-workers.
• Ability to clearly explain financial matters to vendors and employees.
• Strong work ethic, close attention to detail and dependable.

Level Requirements:

• Minimum of five (5) year(s) of accounting and/or Accounts Payable experience or equivalent experience.
• Associate or Bachelor's Degree in Accounting, Finance or equivalent. Combination of education and experience may be considered for equivalency.
• Proficient in Quick Books and knowledge of accounting principles/GAAP.
• Proficiency with Microsoft Excel and Other MS Office applications
• Previous experience with contact creation and review preferred.
• Experience training others in Excel.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:

While performing the duties of this job, the employee is regularly required to talk and/or hear. The employee is frequently required to sit, stand, walk; use hands to finger, handle or feel; and reach with hands and arms. Must have the ability to stand for extended periods of time.

The employee is frequently required to…