Job Description

Job Title : Accounts Payable Specialist

Location : [Remote]

Job Overview :

The Accounts Payable Specialist is responsible for managing the company's outgoing payments, processing invoices, and ensuring that accounts payable records are accurate. This role requires attention to detail, strong organizational skills, and the ability to work in a fast-paced financial environment.

Key Responsibilities :

• Invoice Processing :

  • Review, verify, and process invoices for payment, ensuring that all documents are accurate, complete, and compliant with company policies.

  • Match invoices to purchase orders and receipts to confirm accuracy and resolve discrepancies.

  • Ensure all invoices are approved by the relevant department heads or managers.

• Payment Processing :

  • Process payments to vendors, suppliers, and other creditors in a timely manner.

  • Handle various payment methods (checks, ACH transfers, wire payments, etc.) and ensure that payments are executed accurately.

  • Reconcile payment batches and confirm that all payments are posted correctly to the appropriate accounts.

• Account Reconciliation :

  • Reconcile accounts payable ledgers and ensure that all balances are correct and match with bank statements.

  • Investigate and resolve discrepancies between accounts payable records and vendor statements.

  • Perform month-end and year-end closing processes for accounts payable and assist in the preparation of financial reports.

• Vendor Management :

  • Maintain and update vendor records, ensuring that all necessary tax and payment information is accurate.

  • Communicate with vendors regarding payment inquiries, issues, and discrepancies.

  • Develop strong relationships with vendors to ensure smooth processing of payments and reduce the risk of payment errors.

• Expense Management :

  • Ensure that all company expenses, including travel and office supplies, are accurately recorded and categorized in the accounts payable system.

  • Track and manage employee reimbursements, ensuring that receipts and approvals are in place.

• Compliance and Documentation :

  • Ensure that all accounts payable transactions are in compliance with internal controls, accounting standards, and relevant regulations.

  • Maintain accurate and up-to-date records of invoices, payments, and correspondence with vendors.

  • Prepare reports related to accounts payable, including aging reports and payment schedules.

• Support Audits and Financial Reporting :

  • Assist in external and internal audits by providing necessary accounts payable documentation and reports.

  • Provide accurate and timely information for financial statements and reports.

• General Administrative Support :

  • Assist with the setup of new vendors in the accounting system.

  • Provide general administrative support for the accounting department as needed.

  • Maintain confidentiality and protect sensitive financial data.

Qualifications :

• Education :

  • High school diploma or equivalent required.

  • Associates or Bachelors degree in Accounting, Finance, or a related field is preferred.

• Experience :

  • 2+ years of experience in accounts payable or a related financial role.

  • Experience with accounting software (e.g., QuickBooks, NetSuite, SAP, or others) and Excel is required.

  • Experience in managing large volumes of invoices and vendor accounts is highly preferred.

• Skills :

  • Strong attention to detail and ability to maintain accuracy in a high-volume environment.

  • Excellent organizational and time management skills.

  • Ability to work independently and as part of a team.

  • Strong communication skills, both written and verbal.

  • Problem-solving ability and proactive in addressing issues or discrepancies.

  • Proficiency in Microsoft Excel and other office software.

  • Knowledge of accounting principles and accounts payable best practices.

• Certifications (Optional) :

  • Certification in Accounts Payable or Bookkeeping (e.g., AIPB) is a plus.

Work Environment :

• Office-based role, with potential for remote or hybrid work depending on company policies.

• Standard business hours, with occasional overtime during month-end or year-end closing periods.

How to Apply :

Interested candidates should submit a resume and cover letter.

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