What are the responsibilities and job description for the Accounts Payable Specialist position at Bacon Plumbing Heating Air Electric?
Job Summary:
The Accounts Payable Specialist is responsible for processing and managing vendor invoices and payments. This role ensures that all transactions are accurately recorded, reconciled, and processed within agreed-upon payment terms. The AP Specialist plays a vital role in ensuring strong relationships with vendors and maintaining the company’s financial credibility by ensuring all liabilities are met promptly.
Job Duties and Responsibilities:
• Review, verify, and process vendor invoices accurately and promptly.
• Match invoices to purchase orders and receiving documents to ensure proper authorization.
• Enter and code invoices into the accounting system with proper general ledger accounts.
• Schedule and prepare payments, including checks, electronic transfers, and ACH payments, in line with the company’s policies and vendor agreements.
• Ensure timely payment of invoices to avoid late fees or penalties and maintain good vendor relations.
• Reconcile accounts payable ledger to ensure all payments are accounted for and posted correctly.
• Resolve discrepancies between purchase orders, invoices, and payment records.
• Reconcile monthly statements from vendors and ensure accurate payment history.
• Act as the main point of contact for vendor inquiries regarding payments and invoices.
• Resolve any billing issues or payment discrepancies in a timely and professional manner.
• Maintain positive relationships with vendors by providing excellent communication and service.
• Assist in the preparation of monthly accounts payable aging reports and summaries for management.
• Provide ad-hoc reporting on accounts payable as needed for financial analysis or audits.
• Verify that all expenses are appropriately authorized and accounted for.
• Maintain accurate and organized accounts payable records, including invoice files, vendor files, and payment documentation.
• Ensure all documentation is properly stored for future reference and audit purposes.
• Assist in the review and improvement of accounts payable processes to enhance efficiency.
• Implement best practices and explore opportunities for automation to streamline invoice and payment processing. • Coordinate with internal departments to resolve discrepancies or missing information related to invoice processing. • Collaborate with the accounting team during month-end and year-end closing processes to ensure all expenses are captured.
Skills and Qualifications:
• High school diploma required.
• 3-5 years of AP experience required.
• Proficiency in accounting software, specifically QuickBooks and Sage Intacct. Service Titan experience a plus.
• Advanced skills in Microsoft Excel.
• Knowledge of basic accounting principles and familiarity with the general ledger.
• Strong attention to detail and ability to spot errors or discrepancies.
• Excellent organizational skills to manage high volumes of invoices and payments.
• Ability to prioritize and meet deadlines, especially during peak periods such as month-end close.
• Strong written and verbal communication skills to interact effectively with vendors and internal teams.
• Ability to resolve disputes diplomatically and maintain positive vendor relationships.
• Strong customer service orientation to handle inquiries from vendors and ensure a smooth payment process.
