Accounts Payable Specialist / Office Administrator

Position Overview

We are seeking a dependable and detail-oriented Accounts Payable Specialist / Office Administrator to join our growing team. This role is ideal for someone who enjoys balancing accounting responsibilities with day-to-day office support and customer interaction. The ideal candidate will have strong organizational skills, experience processing high-volume accounts payable, and the ability to provide excellent customer service while managing inbound service calls and collections activities.

This position plays a key role in supporting accounting operations, maintaining vendor relationships, assisting customers, and ensuring the office runs efficiently.

Key Responsibilities

Accounts Payable

• Process high-volume vendor invoices accurately and efficiently
• Match invoices to purchase orders and verify coding approvals
• Prepare and process ACH, wire, and check payments
• Reconcile vendor statements and resolve discrepancies
• Maintain accurate vendor files including W-9s and payment information
• Assist with month-end close and AP reporting
• Support 1099 preparation and compliance processes

Office Administration

• Answer and route inbound service and customer calls professionally
• Provide administrative support to leadership and operations teams
• Maintain office supplies, filing systems, and general office organization
• Coordinate incoming mail, emails, and office communications
• Assist with scheduling, document management, and data entry
• Support special projects and operational initiatives as needed

Collections & Customer Support

• Follow up with customers regarding outstanding invoices and past-due balances
• Maintain positive customer relationships while resolving payment issues
• Document collection efforts and payment arrangements
• Collaborate with accounting and operations teams to resolve billing discrepancies
• Assist with account reconciliations and aging reports

Qualifications

• 2 years of Accounts Payable or accounting support experience
• Previous administrative or office support experience preferred
• Strong communication and customer service skills
• Collections or accounts receivable follow-up experience is a plus
• Proficiency in Microsoft Excel and accounting software/ERP systems
• Highly organized with strong attention to detail
• Ability to multitask and prioritize in a fast-paced environment
• Professional demeanor and positive attitude

Preferred Skills

• Experience with ERP systems such as QuickBooks, Sage, NetSuite, or similar platforms
• Acumatica is strongly preferred
• Strong Excel skills including sorting, filtering, and basic formulas
• Ability to handle confidential information with discretion
• Experience supporting small to mid-sized business operations