Accounting Specialist - Accounts Payable

Position Summary

We are seeking a detail-oriented and highly organized Accounting Specialist to join our finance team. In this role, you will be the cornerstone of our accounts payable function, responsible for the accurate and timely processing of a diverse range of invoices and expense reports. You will work cross-functionally with our warehouse, services billing, and operational teams to ensure seamless invoice workflows. If you thrive in a fast-paced environment, take pride in precision, and enjoy problem-solving within a financial context, we want to hear from you.

Key Responsibilities
Invoice Processing & Management
* Process a high volume of vendor invoices across multiple categories including expense reports, overhead, dropship, stock/warehouse, and services billing.
* For dropship invoices, create and manage PO receipts prior to invoice entry to ensure accurate 2-way matching.
* Process stock and warehouse invoices that have been pre-received by the warehouse team, verifying receipt data against vendor invoices.
* Collaborate closely with the services billing team to accurately enter and reconcile services billing invoices.
* Apply strong GL coding knowledge to ensure all non-PO based transactions are posted to the correct general ledger accounts.

Expense Report Review
* Review and verify employee expense reports for accuracy, completeness, policy compliance, and proper supporting documentation.
* Identify discrepancies or policy exceptions and communicate them to the appropriate parties for resolution.

Approval & Compliance
* Ensure all non-PO invoices have been approved prior to payment processing, in accordance with internal controls and company policy.
* Maintain thorough and organized documentation for all invoices and approvals to support audit readiness.

Cross-Functional Collaboration & Communication
* Communicate proactively and professionally with team members, operations, and management to resolve issues and prevent payment delays.

Organization & Prioritization
* Manage competing deadlines and a varied invoice workload with a high degree of prioritization and time management.
* Maintain well-organized records and a clean AP inbox, ensuring nothing falls through the cracks.

Qualifications
Required
* Minimum 2 years of hands-on accounts payable experience.
* Demonstrated expertise in GL coding and account classification.
* Working knowledge of 2-way PO match processes.
* Experience reviewing and verifying expense reports.
* Exceptional attention to detail - accuracy is non-negotiable in this role.
* Strong critical thinking and problem-solving skills with the ability to identify discrepancies and resolve root causes.
* Excellent time management and organizational skills with the ability to prioritize a dynamic workload.
* Advanced proficiency in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, data reconciliation).
* Strong written and verbal communication skills for cross-functional collaboration and vendor interaction.

Preferred
* Associate's or Bachelor's degree in Accounting, Finance, or a related field.
* Experience with Acumatica ERP or similar cloud-based accounting platforms.

What Sets You Apart
The ideal candidate doesn't just process invoices - they own the process. You are someone who notices when something doesn't add up, asks the right questions, and follows through until it's resolved. You take pride in keeping your work organized and your deadlines met, even when volume spikes. You communicate clearly and collaborate easily across teams, and you understand that accuracy in AP has a direct impact on the business.