Accounts Payable Specialist

Position Summary

We are seeking a highly organized, detail-oriented Accounts Payable Specialist to join our growing multi-entity organization. The ideal candidate will have strong accounts payable experience, exceptional attention to detail, and the ability to manage high-volume invoice processing across multiple companies, locations and cost centers. Experience with Sage Intacct and general ledger (GL) accounting is strongly preferred.

This role requires someone who thrives in a fast-paced environment, can prioritize effectively, maintain confidentiality, and ensure accuracy in all financial transactions. The successful candidate will play a critical role in supporting the accounting team by ensuring timely and accurate processing of vendor invoices, payments, reconciliations, and financial records.

Key Responsibilities

Accounts Payable Processing

• Process high-volume vendor invoices accurately and timely
• Review invoices for proper approvals, coding accuracy, supporting documentation, and compliance with company policies
• Enter invoices into Sage Intacct or other accounting systems with correct GL coding and department allocations
• Ensure proper intercompany allocations and entity-specific expense tracking

Vendor Management

• Maintain vendor files and ensure W-9s, payment terms, and tax information are current and accurate
• Communicate professionally with vendors regarding invoice discrepancies, payment inquiries, and account reconciliations
• Resolve vendor issues promptly while maintaining positive working relationships

Payment Processing

• Prepare and process ACH, wire, and check payments according to payment schedules
• Monitor due dates to ensure timely payments and avoid late fees
• Assist with positive pay and banking activities as needed

Reconciliations & GL Support

• Reconcile vendor statements and investigate discrepancies
• Assist with monthly AP accruals and month-end close activities
• Support general ledger reconciliations and expense analysis
• Ensure transactions are properly recorded within the correct accounting periods

Compliance & Process Improvement

• Ensure compliance with internal controls, accounting policies, and audit requirements
• Maintain organized digital and physical records for audit readiness
• Identify opportunities to improve AP workflows and efficiencies
• Assist with implementation and optimization of accounting systems and procedures

Required Qualifications

• 5 years of Accounts Payable experience
• Strong understanding of AP processes, invoice workflows, and vendor management
• Excellent attention to detail and organizational skills
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Strong communication and problem-solving skills
• Proficiency in Microsoft Excel and other Microsoft Office applications
• High level of integrity and ability to maintain confidentiality