Job Summary:
The Accounts Payable Specialist is responsible for managing the company’s outgoing payments, ensuring timely and accurate processing of invoices, expense reports, and vendor payments. This role requires strong attention to detail, the ability to work in a fast-paced industrial environment, and proficiency in accounting systems and processes.
Key Responsibilities:
Invoice Processing & Payment Management:
- Receive, review, and process invoices for payment in compliance with company policies.
- Match invoices with purchase orders and receiving documents, ensuring accuracy.
- Code and enter invoices into the accounting system.
- Process check runs, ACH payments, and wire transfers.
- Resolve discrepancies with vendors, procurement, and receiving departments.
Vendor & Expense Management:
- Maintain vendor records, including W-9s and tax-related documentation.
- Reconcile vendor statements and follow up on outstanding balances.
- Process employee expense reimbursements in accordance with company policies.
- Address vendor inquiries regarding payments and account status.
Reconciliations & Reporting:
- Assist with month-end closing tasks, including AP account reconciliations.
- Prepare and analyze AP aging reports.
- Support internal and external audit requests.
- Ensure compliance with company financial policies and procedures.
Process Improvement & Compliance:
- Identify and recommend process improvements to enhance efficiency.
- Ensure compliance with financial controls and regulatory requirements.
- Assist in implementing new AP systems or process automation.
Qualifications & Skills:
- Education: Associate’s or Bachelor’s degree in Accounting, Finance, or a related field preferred.
- Experience: 2+ years of accounts payable experience, preferably in an industrial, manufacturing, or construction environment.
- Technical Skills:
- Proficiency in ERP/accounting software (SAP, Oracle, QuickBooks, or similar).
- Strong knowledge of Microsoft Excel (pivot tables, VLOOKUP, etc.).
- Familiarity with 1099 reporting and sales/use tax regulations.