Accounts Payable Specialist

The Accounts Payable Specialist is responsible for the accurate and timely processing of invoices and vendor payments, ensuring compliance with company policies and maintaining strong vendor relationships. This role supports financial operations through reconciliation, reporting, and process improvement initiatives.

Responsibilities

• Process high-volume invoices, ensuring accurate project, job cost, and general ledger coding, appropriate approval routing, and timely entry into the accounting system.
• Perform 2-way matching of invoices, purchase orders, and receipts
• Prepare and execute payments (ACH, wire, check)
• Reconcile vendor statements and resolve discrepancies in a timely manner
• Partner with internal stakeholders and vendors to investigate and resolve invoices, purchase order, receipt, coding, approval, and payment discrepancies.
• Support vendor onboarding and maintain accurate vendor master records, including W-9s, payment terms, banking information and required documentation in accordance with established policies and internal controls.
• Respond to vendor and internal inquiries regarding invoices and payments
• Support month-end close activities, including AP accruals, account reconciliations, aging analysis/reporting, and preparation of supporting schedules.
• Assist with year-end vendor tax reporting, including 1099 preparation and supporting documentation
• Ensure compliance with internal controls, policies, and audit requirements
• Support continuous improvement of AP processes and workflows

Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, or related field (preferred)
• 2+ years of Accounts Payable or general accounting experience
• Experience with ERP, expense management, banking/payment systems (e.g., MS Dynamics, Concur, Banking, Vendor Onboarding tools)
• Proficiency in Microsoft Excel, including Pivot tables, and reconciliation of large data sets.
• Strong attention to detail, prioritizing and organizational skills
• Working knowledge of accounts payable and general accounting principles, including general ledger coding, accruals, and account reconciliations.

Key Skills

• Demonstrates a curious mindset by proactively investigating discrepancies, asking thoughtful questions, and identifying opportunities to improve processes and workflows.
• Independently investigate and resolve invoice, purchase order, receipt, coding, approval, and payment discrepancies, partnering with internal stakeholders and vendors and escalating complex or control-sensitive matters as appropriate.
• Vendor management
• Problem-solving and discrepancy resolution
• Time management and ability to meet deadlines
• Strong communication and teamwork
• Sound judgment and ability to recognize when issues require escalation