Accounts Payable Specialist

Accounts Payable Specialist

Job Summary

The Accounts Payable Specialist owns the day-to-day flow of payables, customer refunds, and credit card activity across a multi-location operation. This position sits on a small, cross-trained accounting team where responsibilities shift as the business grows. These processes are established and running well today; the goal is to keep them accurate while continuing to find efficiencies. The ideal candidate brings fresh ideas, a sharp eye for where time is being lost, and the initiative to carry an improvement from suggestion to implementation.

Duties & Responsibilities

• Code invoices to the correct GL account, entity, and location with a high degree of accuracy and efficiency
• Process customer refunds, coordinating with site management and customer service to resolve them promptly
• Review daily credit card transactions for accuracy; research and escalate exceptions
• Manage credit card reconciliation, including daily sync to the accounting system, new card setup, user and tool updates, transaction approvals, and timely completion of reconciliations
• Research and resolve invoice discrepancies, communicating directly with vendors as needed
• Build and maintain Excel import templates for high-volume vendor payable files
• Keep vendor records, W-9s, and tracking tools accurate and current
• Assist with fleet assignments, store supply orders and coding, and banking as needed
• Support month-end close, including accruals and account reconciliations
• Look for opportunities to streamline AP workflows, and recommend process, control, or automation improvements
• Take on special projects and cross-train on adjacent accounting functions as team needs evolve

Required Skills & Abilities

• Strong understanding of accounting principles and practices
• Solid technical skills in account reconciliation and month-end close
• Detail-oriented with strong organizational and problem-solving skills
• Self-starter who takes ownership of a process rather than waiting to be assigned the next step
• Track record of identifying inefficiencies and driving improvements, not just executing an existing checklist
• Efficient time management, with the ability to handle multiple responsibilities against competing deadlines
• Able to work independently and as part of a team
• Professional demeanor and positive attitude

Education & Experience

• High school diploma or equivalent required; bachelor's degree in accounting, finance, or a related field preferred
• 3 years of high-volume accounts payable experience required
• Proficiency in Microsoft Excel and QuickBooks Online required
• Experience with Bill.com and Emburse preferred but not required
• Comfort using AI tools (Claude, ChatGPT, or similar) to work more efficiently is a plus