Specialist, Accounts Payable

Title: Specialist, Accounts Payable                                             

FLSA Status: Non-Exempt

Supervisor: Senior Manager, Finance                                       

Department: Finance & Administration                                  

Level: Staff

Location: Fairfax, VA (hybrid)*

Alt Work Eligibility: CWW-Y, Telework-Y*, Remote-Y*

*while regular in-person attendance is not required, candidates must be able to access Fairfax, VA corporate office as needed to fulfill job duties*

Starting base salary range is $57,000-67,000. Individual compensation will be commensurate with the candidate’s experience.   Full benefits are available and the position is also eligible for the staff level annual bonus program. 

Why You’ll Love Working Here:

• AVIXA is a global organization that celebrates diversity of thought, background, demographics, and experience. 
• The AV industry is truly inspiring, changing how people experience the world.
• We’re headquartered in Fairfax, Virginia (USA) but also have a widely distributed team. We recognize that talented people live all over the world.
• Our team likes to have fun and enjoy a good meal, even when we’re not together. We also expect everyone to have a strong opinion on whether a hot dog is a sandwich!
• Our values: Trust, Heart, Courage. No buzzwords here. We take these seriously and live them every day.
• Our people: you will be surrounded by some of the most talented, supportive, smart, and thoughtful leaders and teams.
• It’s not all about work: generous annual leave and holiday time off, flexible working hours, option for a Compressed Work Week (i.e., 9/75 work week, or every other Friday off)
• The perks: AVIXA offers benefits, learning and career development opportunities, education assistance, and more!

Position Summary:

The Specialist, Accounts Payable is responsible for managing and processing the company’s accounts payable transactions. This includes verifying and reconciling invoices and expense reports, ensuring accurate and timely payments, and maintaining positive relationships with vendors and employees. The position will interact directly with all levels and areas of the organization.

Major Duties & Responsibilities:

Invoice & Expense Report Processing

• Receive, review, and verify invoices for accuracy and appropriate approvals. 
• Enter invoices into the Accounts Payable system (CoreIntegrator), monitor invoice progress and troubleshoot issues.
• Prepare and process weekly payment runs in multiple currencies and payment types (ACH, Wire, Check, Virtual Card), ensuring timely payment of invoices to avoid late fees and penalties.
• Review expense reports to ensure they are compliant with company Travel & Expense policies and prepare for payment. 
• Collate information and prepare monthly expense reports for central corporate cards.

Vendor Management

• Onboard new vendors, collecting W-9s and validating vendor data as needed for internal and insurance purposes. 
• Maintain positive relationships with vendors and respond to their inquiries promptly.
• Reconcile vendor statements and handle discrepancies in a timely manner.

Reporting & Compliance

• Create and maintain pipeline and aging reports for review by management and provide information as requested.
• Maintain files and documentation thoroughly and accurately, in accordance with company policies and accepted accounting practices.
• Perform regular review of 1099 data and prepare annual filings. 
• Complete credit references and other forms as needed. 
• Ensure compliance with internal controls and company policies.
• Assist with audit and compliance procedures and liaise with auditors as necessary.

Other

• Assist in the administration of the company credit card program including card maintenance and the processing of changes subject to appropriate approvals. 
• Maintain and manage electronic versions of company contracts, including approvals, tracking payment installments, and filing.
• Identify opportunities for system and process improvements and suggest solutions.
• Assist other team members in daily operations and special projects as needed.

Qualifications: 

To perform this job successfully, an individual must be able to perform each assigned duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience: Associate’s or Bachelor’s Degree with minimum of 3 years professional Accounts Payable experience strongly preferred. Multi-currency experience would be an advantage.

Technical Skills: To perform this job successfully an individual should have knowledge of the entire life cycle of accounts payable and expense reporting. Experience with Sage Intacct, CoreIntegrator (or similar Document Management system), Concur, and Wells Fargo would be an advantage. Proficiency with Microsoft Excel is required.

Other skills: To perform this job successfully an individual must possess attention to detail, strong organizational and communication skills, and critical thinking. Must be self-motivated with the ability to work independently and manage multiple projects and deadlines simultaneously. Must possess the ability to work collaboratively and contribute to a team. Must display the willingness to take on special projects. 

This description describes the general duties and responsibilities of the position. It is not a complete list of duties and the employee may be required to take on additional duties and responsibilities as required by the needs of the Association.

EEO Policy Statement: “It is the policy of AVIXA to provide equal employment opportunities to all qualified persons, and to recruit, hire, train, promote, and compensate persons in all jobs without regard to age, race, color, religion, sex, national origin, disability, sexual orientation, or any other category protected by law.”