Accounts Payable Specialist

Position Overview:

The Accounts Payable Specialist is responsible for managing vendor payments, auditing expenses, and maintaining accurate financial records. This role requires strong attention to detail, accuracy in financial reporting, and collaboration with various departments to ensure smooth financial operations.

Key Responsibilities:

Vendor Payments & Accounts Payable Processing:

• Scan and save unpaid and paid bills to the accounting folders.
• Verify and enter AP vendor bills into ERP System (Red Horse).
• Post AP vendor bills into ERP System (Red Horse).
• Generate A/P reports for payment approval.
• Pay all approved vendor bills after approval and post them into ERP System (Red Horse)

Expense Management & Reporting:

• Update spreadsheets with detailed lawyer costs based on relevant cases.
• Audit factory bills and monthly statements (RH).
• Enter and post factory bills and monthly statements into ERP System (Red Horse) after audit completion.
• Generate and submit audit debit notes to the factories.

Credit Card Expense Management:

• Audit credit card charges that appear inappropriate and notify the respective cardholders.
• Validate charges on all credit card statements and record expenses accordingly.
• Record all credit card charges into RH.
• Email departments or vendors for missing invoices paid via credit cards, save them in accounting folders, and post them into ERP System (Red Horse).
• Ensure all expenses are recorded in the appropriate GL account.

Sales & Reconciliation:

• Post retail invoices in RH.
• Deposit and reconcile end-of-day sales using batch or payout reports for wholesale.
• Generate payout reports in Shopify for retail sales and post them in RH.
• Resolve merchant services chargeback claims for wholesale and retail sales.
• Validate and process employee reimbursements.
• Charge and record sample sales.
• Record credit card sales charged at the Chicago office before filing for Chicago sales tax.
• Generate end-of-day batch reports for wholesale and retail sales from Authorize.net.

Additional tasks may be assigned as needed to support the finance department's objectives.

Qualifications & Skills:

• Strong knowledge of accounts payable processes and financial reporting.
• Experience with RH software or similar financial systems.
• High attention to detail and accuracy in data entry and reconciliation.
• Excellent communication skills for coordination with vendors, managers, and internal teams.
• Ability to multi-task and meet deadlines in a fast-paced environment.
• Proficiency in Microsoft Excel and financial reporting tools.