Accounts Payable Specialist

POSITION SUMMARY

The Accounts Payable Specialist will be responsible for controlling expenses by receiving, processing, verifying, and reconciling invoices for our company and other business entities under management. Their duties include following the verification process for invoices and other accounting-related documents, processing outgoing payments, recording accounts payable-related data, etc.

SUCCESS LOOKS LIKE

• Leveraging automation tools within NetSuite to minimize manual entry errors, reduce processing times, and increase throughput. Success is measured through the implementation of process improvements that evolve with the company’s needs, setting new standards for efficiency and effectiveness.
• Success here means that AP is not a bottleneck but a facilitator of growth, capable of handling increased complexity with ease.
• The Accounts Payable function is fully compliant with all internal policies and mitigates risks related to fraud, errors, and regulatory requirements. Success is reflected in spotless audits, zero compliance issues, and a robust system of internal controls that protect the company’s financial integrity.
• Use data from AP reports to provide actionable insights to senior leadership. This could include identifying trends in spending, uncovering inefficiencies, or highlighting opportunities for cost savings. The specialist’s ability to translate AP data into strategic recommendations contributes to the company’s decision-making processes and overall financial health.

OBJECTIVES

• Monitor and manage the AP inbox, ensuring timely invoice entry into NetSuite
• Review invoices to ensure accuracy and compliance with company policies and procedures.
• Play an active role in supporting the company’s growth initiatives, whether that’s by managing the financials for new acquisitions, scaling AP processes to handle increased volume, or integrating AP systems across multiple entities under management.
• Accurately process payments by utilizing our accounting software system(s)
• Accurately approve and process employee expense reports in a timely manner while enforcing company policies on reimbursements through the expense reporting system.
• Maintain organized and up-to-date accounts payable files for reporting and audits
• Prepare & analyze accounts payable reports, including aging and cash flow projections
• Work closely with the finance team to manage cash flow efficiently by monitoring payment schedules, prioritizing key payments, and optimizing payment terms.
• Prepare month end accrual entries
• Review, classify & post credit card charges
• Collect W9 forms for all new vendors and ensure compliance with vendor requirements
• Accurately enter invoice transactions into our accounting ERP system.
• Identify and resolve accounts payable discrepancies, ensuring timely follow-up on outstanding issues.

COMPETENCIES

• Strong ability to handle high invoice volume and ensure timely and accurate data entry in NetSuite
• Proficiency in managing expense reports and adhering to company policies
• Excellent organizational skills to manage an AP inbox and respond to inquiries promptly
• Knowledge of Aging and cash flow reports
• Ability to follow a month end close checklist accurately and efficiently
• Ability to hold team members accountable to submitting expense reports
• Ability to identify and resolve discrepancies efficiently, minimizing financial risk .

EDUCATION AND EXPERIENCE

• Associate's Degree in Accounting, Finance , or related area of study, or equivalent work experience
• At least 2 years of work experience in accounts payable-related work

PHYSICAL REQUIREMENTS

• Prolonged of periods sitting at a desk and working on a computer

COMMITMENT TO DIVERSITY

As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce we recognize that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation or disability, and actively foster inclusion in all forms both within our company and across interactions with clients, candidates and partners.