What are the responsibilities and job description for the Accounts Payable Specialist position at GoKeyless?
About GoKeyless
At GoKeyless, we’re revolutionizing access solutions, connecting people with technology to ensure safety, security, and convenience. As a Value Added Reseller (VAR), we bridge multiple brands and products—offering both standalone solutions and integrated systems for multi-family and commercial properties. We’re driven by a commitment to a positive and compassionate workplace, rooted in honesty and integrity, with a focus on simplicity in processes, a pioneering spirit, and, above all, customer satisfaction and success. For the Accounts Payable Specialist, this means processing payments with transparency and care, simplifying financial workflows, innovating for efficient vendor relations, and aligning efforts with the ultimate goal of supporting our team and enhancing customer experiences and outcomes.
Job Overview
The Accounts Payable Specialist ensures smooth financial operations by managing payments, vendor relationships, and expense tracking with precision and efficiency. Reporting to the Accounting Manager, you’ll handle all aspects of accounts payable, from invoice processing to reconciliations, contributing to a stable financial foundation. This role is vital to maintaining strong vendor partnerships and supporting our team’s ability to deliver exceptional service. If you’re detail-oriented, proactive, and thrive on accuracy, join us to help keep our financial operations seamless and reliable.
Key Responsibilities
Process Invoices and Payments
- Review, verify, and process vendor invoices—e.g., ensuring accuracy in amounts, terms, and approvals.
- Execute timely payments via checks, ACH, or wire transfers—e.g., coordinating with vendors for prompt remittance.
- Maintain a consistent payment schedule to support operational continuity.
Manage Vendor Relationships
- Communicate with vendors to resolve billing discrepancies or payment inquiries—e.g., addressing invoice errors with professionalism.
- Maintain accurate vendor records—e.g., updating contact and payment details as needed.
- Build reliable partnerships to ensure smooth supply chain interactions.
Reconcile Accounts Payable Transactions
- Perform regular reconciliations of AP accounts—e.g., matching invoices to purchase orders and payments.
- Identify and resolve discrepancies—e.g., investigating unmatched transactions.
- Ensure financial records align with bank statements and internal ledgers.
Track and Report Expenses
- Monitor expense trends—e.g., tracking vendor costs for office supplies or equipment.
- Prepare reports for leadership—e.g., summarizing monthly AP activity or outstanding balances.
- Provide data to support budgeting and cash flow management.
Maintain Compliance and Documentation
- Ensure all AP processes meet regulatory and company standards—e.g., retaining records for audits.
- File and organize payment documentation—e.g., keeping digital or physical records accessible.
- Stay updated on AP best practices to maintain accuracy and legality.
Support Financial Operations
- Assist with month-end closings—e.g., preparing AP accruals or adjustments.
- Collaborate with the finance team on audits or special projects—e.g., vendor payment reviews.
- Handle expense reimbursements for staff—e.g., processing team travel costs efficiently.
Qualifications
Experience:
- 2 years in accounts payable, bookkeeping, or related financial roles—proven ability to manage payments accurately.
- Experience with invoice processing, vendor coordination, and reconciliations—e.g., handling 50 invoices monthly.
- Familiarity with accounting software (e.g., QuickBooks, NetSuite) and office tools (e.g., Microsoft Excel)—business system experience is a plus.
Skills:
- Strong attention to detail—ensure precision in financial data and transactions.
- Organizational skills—manage multiple payment schedules and records efficiently.
- Communication—interact clearly and professionally with vendors and team members.
- Problem-solving—resolve payment issues with practical solutions.
- Time management—meet deadlines in a fast-paced environment.
Education: Associate’s or Bachelor’s degree in Accounting, Finance, or a related field preferred—or equivalent experience.
Attributes: Proactive, dependable, team-oriented—ready to support financial stability.
Why Join GoKeyless?
Impact: Help maintain reliable vendor partnerships and financial operations by processing payments efficiently and supporting the team.
Team: Join a company passionate about connecting people with innovative access solutions—where your work ensures smooth operations.
Benefits: Competitive salary, comprehensive health and 401k plans, recognition programs, and opportunities to grow with us.