Accounts Payable Specialist

POSITION OVERVIEW

The Accounts Payable (AP) Specialist is responsible for managing the full cycle of accounts payable for Amenity Pool Services. This includes verifying vendor invoices, coding and entering expenses, coordinating payments, and ensuring timely and accurate processing across multiple locations. The AP Specialist works closely with managing partners, warehouse supervisors, lead administrators, and the broader finance team. This role also supports continuous process improvement, contributes to financial accuracy, and provides exceptional service to both internal and external stakeholders.

ESSENTIAL RESPONSIBILITIES

Accounts Payable Processing & Compliance:

• Verify, reconcile, and maintain supplier statements monthly while ensuring full compliance with company financial policies and accounting standards.
• Receive, code, and enter all invoices accurately, ensuring proper approvals and adherence to internal controls and segregation-of-duties requirements.
• Ensure all vendor payments follow established approval workflows, budget guidelines, and payment schedules.
• Maintain confidentiality of all financial, vendor, and employee data in accordance with company policy, privacy regulations, and secure handling protocols.

Vendor Setup, IRS Compliance & Documentation:

• Collect and verify W-9 forms for all applicable vendors and ensure correct vendor setup for 1099 reporting.
• Maintain accurate and audit-ready documentation for all AP transactions in alignment with GAAP, IRS requirements, and company record retention standards.

Fraud Prevention & Cybersecurity:

• Follow cybersecurity protocols when handling invoices, payment data, and banking information, including verbal verification of account changes and secure document handling.
• Identify and escalate suspected fraudulent activity, phishing attempts, duplicate invoices, or irregular payment requests.
• Monitor and enforce compliance with vendor policy requirements, conflict-of-interest standards, and anti-bribery practices.

Reporting, Review & Analysis:

• Review AP aging and vendor activity bi-weekly to ensure accuracy and identify discrepancies.
• Assist with accruals, month-end close, and tracking out-of-period expenses that could impact financial statements.
• Provide support for audits, compliance reviews, and documentation requests.

Communication & Internal Support:

• Communicate promptly and professionally with managers, vendors, and internal teams regarding invoice status, payment timelines, and issue resolution.
• Assist Finance leadership in researching vendor or customer payment issues as needed.
• Support training, documentation, and continuous process improvement initiatives to enhance efficiency and accuracy in AP operations.

SKILLS AND QUALIFICATIONS

• Knowledge of accounts payable processes, accounting principles, GAAP standards, and internal control requirements.
• Understanding of IRS vendor requirements including W-9 collection, 1099 reporting, and vendor classification.
• Ability to maintain strict confidentiality of financial data, vendor information, and employee records.
• Awareness of fraud prevention practices, anti-bribery standards, and cybersecurity protocols related to invoice processing and payment handling.
• Experience with Salesforce or similar ERP systems; strong Excel proficiency (VLOOKUPs, pivot tables, formulas; macros a plus).
• Strong accuracy, analytical thinking, problem-solving skills, and attention to detail.
• Effective communication skills and ability to work both independently and collaboratively.
• Strong organizational skills with the ability to manage multiple deadlines in a fast-paced environment.

SCHEDULE REQUIREMENTS

• Full-time position with standard office hours, Monday through Friday.
• Occasional overtime may be required to meet deadlines or resolve time-sensitive issues.

PHYSICAL REQUIREMENTS

• The role requires sitting for extended periods and occasional use of office equipment such as phones, computers, and printers.
• Occasional lifting of files or materials up to 10-15 pounds may be required.

BENEFITS

• Medical Benefits, Dental Benefits, Vision Benefits, Healthcare spending accounts (HSA/FSA)
• 401K Benefits
• Employee Assistance Program (EAP)
• Paid Vacation time, Sick time, and Holidays
• Growth opportunities

LOCATION

This is a full-time position with on-site/ hybrid schedules available, based out of our Raleigh NC office.

COMPENSATION

The Accounts Payable Specialist has a salary of $50,000 - $55,000 per annum with additional compensation potential with commissions on collections.

Note

The specific examples in each section are not intended to be all-inclusive, they represent the typical elements and criteria considered necessary to perform. Other job-related duties may be assigned and could require work outside of duties listed. This description is subject to change, at the sole discretion of the Company, and in no way creates an employment contract, implied or otherwise; “at will” employment remains. l Services is an equal opportunity employer. All your information will be kept confidential according to EEO guidelines. Must have a legal right to work in the United States.