Accounts Payable Specialist

Accounts Payable Specialist

Position Summary
We are seeking a highly organized and detail-oriented Accounts Payable Specialist to join our growing Finance team. This position is responsible for the accurate and timely processing of accounts payable transactions across a multi-entity organization. The Accounts Payable Specialist plays a critical role in maintaining positive vendor relationships, ensuring compliance with company policies and regulatory requirements, and supporting the overall financial operations of the business.

The ideal candidate thrives in a fast-paced, high-volume environment and possesses strong analytical, organizational, and problem-solving skills. Success in this role requires exceptional attention to detail, sound judgment, advanced computer proficiency, and the ability to effectively manage multiple priorities while collaborating with various departments and business entities.

Essential Duties and Responsibilities
Accounts Payable Processing

• Receive, review, and process a high volume of vendor invoices for accuracy, completeness, proper coding, and authorization.
• Match invoices to purchase orders and receiving documentation, as applicable.
• Prepare and process vendor payments, including checks, ACH transactions, and wire transfers.
• Monitor payment due dates and ensure timely processing in accordance with company policies and vendor payment terms.
• Reconcile vendor statements and investigate discrepancies.
• Maintain organized and accurate accounts payable records and supporting documentation.

Vendor Relations

• Serve as the primary point of contact for vendor payment inquiries and account-related issues.
• Establish and maintain positive working relationships with vendors and suppliers.
• Communicate professionally regarding payment schedules, invoice discrepancies, and account reconciliation matters.
• Collaborate with internal departments to resolve invoice and payment issues in a timely manner.

Compliance and Reporting

• Collect, review, and maintain vendor W-9 documentation.
• Prepare and process annual 1099 reporting and issuance in compliance with IRS regulations.
• Support internal and external audits by providing requested documentation and reports.
• Maintain confidentiality of financial and vendor information.

Systems and Process Improvement

• Utilize ERP and accounting systems to manage accounts payable functions efficiently and accurately.
• Maintain vendor master data and ensure information is current and accurate.
• Identify opportunities for process improvements, automation, and increased efficiency.
• Generate reports and assist with month-end and year-end closing activities as needed.

Cross-Functional Collaboration

• Support multiple business entities, locations, and departments while maintaining accuracy and consistency.
• Foster positive working relationships across departments and contribute to a collaborative team environment.

General Administrative Duties

• Retrieve, sort, and distribute incoming mail and packages to appropriate departments or personnel.
• Prepare and process outgoing mail, including labeling, postage, and scheduling pickups.
• Order, stock, and maintain office supplies, including paper, toner, breakroom supplies, coffee, and water.
• File, organize, and maintain physical and electronic records to ensure accuracy and ease of retrieval.

Qualifications
Required Qualifications

• Minimum of two (2) years of Accounts Payable experience.
• High school diploma, GED, or equivalent.
• Strong understanding of accounts payable processes and basic accounting principles.
• Experience processing high volumes of invoices and vendor transactions.
• Experience managing W-9 documentation and 1099 reporting.
• Proficiency with Microsoft Office Suite, including Excel, Outlook, and Word.
• Experience using Microsoft Dynamics NAV, Business Central, or similar ERP/accounting systems.
• Strong organizational, analytical, and problem-solving skills.
• Excellent attention to detail and accuracy.
• Ability to prioritize workload and meet deadlines in a fast-paced environment.
• Strong verbal and written communication skills.
• Ability to work independently and collaboratively with employees at all levels of the organization.
• Experience working in a multi-entity environment.

Preferred Qualifications

• Associate degree in Accounting, Finance, Business Administration, or a related field.
• Experience supporting audits and month-end close activities.
• Experience with process improvement initiatives and workflow automation.

Work Environment
This position operates primarily in a professional office environment and requires extensive computer use. Workload demands may fluctuate throughout the month, quarter, and year, particularly during month-end close, year-end reporting, audit periods, tax reporting deadlines, and periods of increased business activity. The successful candidate must be able to effectively manage competing priorities, maintain accuracy under pressure, and adapt to changing business needs.

Physical Requirements

• Ability to sit for extended periods while working at a computer…