Accounts Payable Specialist

Accounts Payable Specialist

Position Summary

The Accounts Payable Specialist is responsible for ensuring the accuracy, completeness, and timeliness of the Company’s expenditures while supporting strong internal controls and safeguarding company assets. This role reviews, processes, and records vendor invoices, ensures proper documentation and approvals, and executes timely payments. The position requires a high level of organization, attention to detail, and the ability to work cross‑functionally to resolve discrepancies and support accurate financial reporting in a high‑volume environment.

Key Responsibilities

Accounts Payable Operations

• Process high‑volume vendor invoices through Stampli, including review, coding, routing for approval, and issue resolution
• Monitor the AP inbox daily and prioritize urgent or time‑sensitive requests
• Review invoices for accuracy, proper documentation, and correct GL/account coding in accordance with company policy; identify out‑of‑period expenses for accruals and prepaids
• Prepare, issue, and maintain purchase orders in accordance with approved limits and workflows, including open PO reconciliation and documentation accuracy
• Maintain accurate AP records and supporting documentation in Stampli and QuickBooks
• Assist with freight and shipping‑related invoices, including review and coordination with internal teams
• Identify expenses eligible for customer billing and coordinate with the billing team
• Utilize Excel to organize invoice data, coding, and reconciliation support

Vendor Management & Payments

• Onboard vendors, obtain W‑9s, and maintain accurate vendor records and portal access
• Manage vendor communications, including responding to inquiries, resolving discrepancies, and maintaining strong working relationships
• Execute weekly payment runs (ACH, check, wire) for approved invoices in accordance with established schedules
• Process ad hoc or urgent payments outside standard pay runs as needed
• Monitor and manage automated payments (ACH pulls, autopay vendors) to ensure accuracy and proper accounting

Reconciliation, Controls & Financial Support

• Reconcile vendor statements and maintain clean AP records, including tracking and resolving credit memos
• Monitor vendor balances, past‑due invoices, and potential credit holds
• Support month‑end close by identifying invoices requiring accrual or prepaid treatment and coordinating with Accounting
• Assist with the preparation and processing of annual 1099 filings

Additional Responsibilities

• Support the Accounting team with ad hoc projects, audit requests, documentation, and backup coverage as needed
• Scan and route physical mail on a weekly basis

Qualifications

• 2+ years of accounts payable or related accounting experience
• Experience with AP automation tools (e.g., Stampli) and accounting systems (e.g., QuickBooks) preferred
• Solid understanding of accounting principles, including accruals and prepaids
• High attention to detail and accuracy in a high‑volume environment
• Strong organizational and time management skills
• Excellent communication and problem‑solving skills
• Proficiency in Microsoft Excel