Accounts Payable and Billing Specialist

We are seeking an experienced and detail-oriented Accounts Payable & Billing Specialist to join our finance team. This role will be responsible for overseeing a high-volume Accounts Payable (AP) process, managing petty cash, handling billing, processing AP expense accruals, and managing credit and debit memos. The ideal candidate will possess strong organizational skills, the ability to handle large volumes of transactions efficiently, and experience in expense analysis.

Essential Responsibilities:

• Take ownership of the full AP process, which includes matching 2-way and 3-way invoices to purchase orders and receipts, verifying accuracy and ensuring compliance with company policies.
• Ensure timely and accurate processing of ACH payments and checks to vendors, ensuring proper documentation and approvals are in place.
• Perform clerical duties related to AP, including but not limited to, data entry, filing, and maintaining accurate records of all transactions.
• Review and resolve discrepancies in vendor invoices, ensuring proper coding, and working closely with internal departments to resolve any issues.
• Act as the primary point of contact for all vendor inquiries, complaints, and concerns. Investigate and respond to any issues related to billing discrepancies, payment status, and account adjustments in a timely and professional manner.
• Prepare and record all accounts payable accrual journal entries on a monthly basis, ensuring all accrued expenses are accurately recorded and reflected in financial reports.
• Manage petty cash funds, ensuring appropriate controls are in place and that disbursements are properly documented and reconciled regularly.
• Oversee the entire billing process, from verifying shipping documents, ensuring all costs (including freight) are accurately included, to the printing and mailing of invoices.
• Collaborate with the sales, operations, and logistics teams to ensure billing is accurate and up-to-date.
• Perform monthly intercompany reconciliations to ensure all intercompany charges are properly recorded and balanced.
• Process and track all credit and debit memos, ensuring accurate and timely adjustments to vendor accounts. Maintain a log of all memos issued and ensure proper documentation is in place for audit purposes.
• Prepare monthly expense analyses, providing detailed insights into company expenditures and highlighting any discrepancies or potential savings.
• Assist in identifying trends in spending to help improve financial forecasting and budgeting.

Requirements:

• High school diploma (required). An Associate’s degree or higher in Accounting, Finance, or a related field is a plus.
• A minimum of 2 years of experience in a high-volume Accounts Payable role, with a proven track record of efficiently managing large transaction volumes and ensuring accuracy.
• Experience with managing petty cash, billing, and intercompany reconciliations.
• Strong understanding of accounting principles, AP processes, and financial reporting.
• Proficient in Microsoft Office Suite, especially Excel, and familiarity with accounting software and ERP systems.
• Excellent organizational skills with the ability to prioritize and manage multiple tasks in a fast-paced environment.
• Strong attention to detail and accuracy in all aspects of the role.
• Excellent communication skills, both written and verbal, with the ability to interact effectively with vendors, internal stakeholders, and cross-functional teams.
• Ability to work independently with minimal supervision and as part of a team.