What are the responsibilities and job description for the Accounts Payable Specialist position at Excell Refrigeration?
What We Offer:
- Commitment to work-life balance.
- Competitive salary and benefits package.
- Comprehensive training and professional development opportunities.
- Supportive environment focused on your success and well-being.
- Culture of excellence fostering teamwork and accountability.
JOB SUMMARY:
We are seeking a detail-oriented and highly organized Accounts Payable Specialist to join our dynamic finance team. The ideal candidate will be responsible for managing and processing all incoming invoices, ensuring payments are accurate, timely, and in compliance with company policies. You will work closely with internal departments and external vendors to resolve discrepancies and maintain up-to-date financial records.
MINIMUM QUALIFICATIONS:
- High School Diploma or Equivalent required.
- Associate’s degree in Accounting, Finance, or related field (preferred).
- Minimum 1 year of experience in a financial role, directly in Accounts Payable preferred.
- Experience with accounting software and Microsoft Excel (familiarity with ERP systems like SAP, NetSuite, or QuickBooks is a plus).
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
- Excellent verbal and written communication skills.
- Excellent interpersonal and customer service skills.
- Excellent time management skills with a proven ability to meet deadlines.
- Strong mathematical, analytical and problem-solving skills.
- Ability to prioritize tasks and to delegate them when appropriate.
- Ability to function well in a high-paced and at times stressful environment.
- Ability to collect and analyze data to detect discrepancies and identify solutions.
- Proficient with Microsoft Office Suites (Excel, Word, Outlook, Powerpoint, etc)
- Proficient with accounting software (SAWIN a plus, Quickbooks, Sage, etc)
- Basic knowledge of generally accepted accounting principles.
- Ability to multi-task with a high degree of accuracy and attention to detail.
ESSENTIAL JOB FUNCTIONS:
- Print all e-mailed invoices daily
- Monitor vendor online accounts daily for open invoices and statements.
- Review PO status for all incoming A/P invoices.
- Distribute all A/P invoices for approval or PO closing daily.
- Verify accuracy of vendor invoice data by reviewing line items and totals against POs, quotes, or vendor agreements.
- Enter all POs into accounting software matching invoices & O/H invoices.
- Ensure expenses are posted with accurate invoice dates to general ledger accounts, jobs, divisions and correct accounting period.
- Maintain current vendor monthly expense spreadsheets for accurate expensing.
- Maintain current employee expense tracking spreadsheets.
- Perform onboarding/offboarding employee task requirements related to A/P.
- Prioritize invoices according to cash discount potential and vendor payment terms to ensure on time payments.
- Process online ACH/print check requests according to company schedule (10th, 20th, 30th) and emergency check requests as needed.
- Retrieve all required receipts and invoice support for credit card and vendor purchases daily.
- Provide accurate GL accounts, reconcile, audit and enter credit card transactions daily into accounting software.
- Report weekly cash requirements and pending payment reports for bank transfer to Controller for approval.
- Match invoices to checks, obtain all signatures for checks and mail/distribute checks according to company and vendor terms.
- Maintain vendor 1099s for fiscal year end.
- Set up all new vendors in accounting software.
- Respond to all vendor inquiries via phone, email, mail or in person.
- Reconcile vendor statements, accrued receipts, RMA, and wash accounts. Research and correct discrepancies.
- Provide all A/P month end financial reports to Controller.
- Maintain files and documentation in accordance with company policy and accepted accounting practices.
- Scan all A/P correspondence into accounting software
- Maintain current subcontractor agreements and COIs
- Maintain all vendor W-9·s on file.
- Assist with insurance audit preparations as needed.
- Cross train and provide accounting assistance throughout the Administration Department as needed.
- Ad-hoc projects/reporting as needed
- Other duties as assigned.
Application Instructions:
Please follow the following steps to be considered for this position:
- Fill out the Excell Application for work: https://www.excellrefrigeration.com/join-our-team/
- Fill out two Predictive Index assessments: https://assessment.predictiveindex.com/bo/4WV/CX_CSR
