Accounts Payable Specialist

ACCOUNTS PAYABLE SPECIALIST

Position Summary

The Accounts Payable Specialist supports the accurate and timely processing of the company's accounts payable and purchasing transactions while providing essential administrative support for the R3 Retail Development office. The position works closely with the Accounting Manager, CFO, Project Procurement Specialist, and project teams to ensure purchase orders, receiving, vendor invoices, payments, and related documentation are processed accurately and on schedule.

In addition to accounts payable responsibilities, this position serves as an important office resource by answering and routing calls, processing incoming and outgoing mail and small parcel shipments, maintaining office supplies, and assisting with day-to-day administrative needs. The successful candidate will be organized, dependable, comfortable using multiple software systems, and able to shift between detailed accounting work and general office responsibilities.

Primary ResponsibilitiesAccounts Payable & Purchase Order Processing

· Import CSV files into Sage 50 Cloud to create purchase orders.

· Review purchase order information for accuracy and generate purchase order PDFs as required.

· Review Monday.com job boards to determine when materials or equipment should be received against purchase orders in Sage 50 Cloud.

· Accurately receive items against purchase orders based on established project processes and documentation.

· Enter vendor invoices against received purchase orders and verify that invoices, purchase orders, and receiving information agree.

· Identify and research pricing, quantity, receiving, and invoicing discrepancies.

· Work with the Project Procurement Specialist and other team members to resolve discrepancies and maintain current accounts payable records.

Weekly Payment Processing

· Prepare weekly accounts payable batches for review and approval.

· Print approved vendor checks and provide them to the CFO for signature.

· Prepare supporting reports identifying approved ACH payments for processing by the CFO.

· Process and document payments according to established procedures, approval requirements, and vendor terms.

· Protect the confidentiality and security of company and vendor financial information.

Monday.com & Document Management

· Update applicable Monday.com boards to document completion of receiving, invoice processing, payments, and other assigned activities.

· Maintain timely, accurate status information so project and finance teams have visibility into completed financial activities.

· Save purchase orders, invoices, payment documentation, and related records in the appropriate electronic folders.

· Follow established file naming, storage, and document-management protocols.

· Help maintain complete, organized electronic project and accounting records.

Office & Administrative Support

· Answer incoming company telephone calls professionally, determine the nature of each call, and route callers appropriately.

· Take and distribute accurate messages when needed.

· Check, sort, and distribute incoming mail; promptly route invoices, checks, notices, and other time-sensitive correspondence.

· Prepare and process outgoing mail.

· Package and process outgoing small parcel shipments, including parts and other company materials.

· Prepare shipping labels and documentation, track shipments when needed, and communicate shipping information to appropriate team members.

· Maintain packaging and shipping supplies.

· Monitor office supply inventory; order supplies according to established guidelines and approval requirements; receive and organize deliveries.

· Provide other routine administrative and office support as assigned.

Procurement & Cross-Department Coordination

· Work closely with the Project Procurement Specialist to ensure purchase orders and related transactions are processed promptly.

· Communicate purchasing, receiving, and invoice discrepancies without delay.

· Coordinate with Project Managers and other employees when additional information is required to complete a transaction.

· Identify incomplete, delayed, or inconsistent transactions and bring them to the attention of the appropriate team member.

· Support established purchasing, accounting, and project-documentation processes.

· Participate in process improvements and learn new procedures as company workflows and systems evolve.

Qualifications

· High school diploma or equivalent required; additional education in accounting, bookkeeping, business administration, or a related field preferred.

· Previous accounts payable, bookkeeping, accounting support, or administrative experience preferred.

· Experience with accounting software; Sage 50 Cloud experience is preferred but not required.

· Comfort working with CSV files and importing information into business software.

· Working knowledge of Microsoft Excel, Outlook, and other Microsoft applications.

· Experience with Monday.com or similar project-management software is helpful.

· Strong attention to detail, organization, time management, and follow-through.

· Professional telephone, written, and interpersonal communication skills.

· Ability to protect confidential information and follow established procedures, documentation standards, and approval requirements.

· Ability to prioritize work and move effectively between accounting and administrative responsibilities.

Key Attributes for Success

· Detail-oriented: Recognizes that small errors in purchasing, receiving, invoicing, or payment processing can have significant consequences.

· Organized: Manages accounting responsibilities while keeping routine administrative tasks current.

· Process-driven: Follows established procedures consistently and avoids undocumented workarounds.

· Technology-comfortable: Works confidently across Sage 50 Cloud, Monday.com, Microsoft applications, and other company systems.

· Proactive: Notices when information is missing, late, inconsistent, or supplies are running low and takes appropriate action.

· Service-oriented: Understands that calls, shipments, coworker support, and vendor issue resolution all contribute to company performance.

· Flexible and accountable: Works effectively in a smaller organization, completes assigned work, documents completion, and communicates obstacles promptly.

Position Expectations

Success in this position means accounts payable is accurate and current, weekly payments are prepared on schedule, project financial activity is properly documented, electronic records are organized, and routine office administrative needs are handled reliably without constant follow-up. The Accounts Payable Specialist is expected to become a dependable resource for both the Finance department and the overall office.

Pay: $25.00 - $30.00 per hour

Expected hours: 40.0 per week

Work Location: In person

Salary : $25 - $30