Accounts Payable and Payment Specialist

The Accounts Payable (AP) and Payments Specialist is responsible for managing and overseeing the company's financial obligations to its vendors and suppliers. This role involves processing invoices, ensuring accurate and timely payments, and maintaining accurate records of financial transactions.

Key Responsibilities:

Invoice Processing:

• Review and verify invoices for accuracy, including pricing, quantities, and appropriate approval.
• Enter invoices into the accounts payable system for processing.
• Ensure all invoices are matched to purchase orders or contracts where applicable.

Payment Processing:

• Schedule and process payments in accordance with company policy and vendor terms.
• Prepare checks, ACH, wire transfers, and other forms of payment.
• Ensure timely and accurate payment of vendor invoices to maintain good supplier relationships.

Vendor Management:

• Communicate with vendors to resolve any discrepancies or payment issues.
• Setting up and maintaining vendor contact details and payment terms in the accounting system.
• Assist in negotiating payment terms with suppliers.

Record Keeping & Documentation:

• Maintain accurate records of all invoices and payments, ensuring proper documentation for future reference.
• Ensure all transactions comply with company policies and accounting regulations.
• Prepare reports on the status of accounts payable, including aging reports, for management review.

Reconciliation & Month-End Closing:

• Reconcile accounts payable transactions and resolve discrepancies.
• Assist with month-end closing processes by ensuring all accounts payable transactions are properly recorded.

Collaboration:

• Work closely with other departments, including procurement and finance, to ensure smooth payment processing and address any payment-related concerns.
• Assist with Accounts Receivable

Skills & Qualifications:

• Associate’s degree in accounting, Finance, or a related field required. Bachelor’s degree is a plus.
• 3 years of experience in accounts payable, bookkeeping, or finance.
• Proficiency in accounting software (NetSuite), Microsoft Excel, and other financial tools.
• Strong accuracy and attention to detail when processing invoices and handling financial records.
• Good verbal and written communication skills to effectively interact with vendors and internal teams.
• Ability to identify and resolve discrepancies in a timely manner.

• Strong organizational skills and the ability to manage multiple priorities.
• A team player who can also work independently.
• Ability to maintain confidentiality and handle sensitive financial data.

This position is on-site based

This position reports to Controller