Accounts Payable Specialist

Job Type: Full time

Qualifications:

• Two years of experience in AP
• Experience working with an AP automation solution (preferred).
• Associate’s degree in accounting or finance (preferred).

Job Description:

The Accounts Payable Specialist is responsible for tracking outgoing payments, monitoring company expenditures, maintaining records, verifying expenses, and reviewing vendor and service provider agreements in an accurate, efficient and timely manner.

Key Responsibilities:

Invoice Processing:

• Process invoices through Medius for payment regarding services, products and manual requests. Correctly code and obtain proper authorization before integrating to Aspen (ERP).
• Verify all Capital Expense & Equipment purchase invoices are recorded on the CapEx spreadsheet and request forms have Project number, quotation, PO & approvals. Provide copies to Asst. Controller.
• Set up new vendors after obtaining the W-9, new vendor contact sheet & current Certificate of Insurance (COI).
• Identify invoices for sales tax and vendor discounts.

Credit Card and Company Expenses:

• Process American Express monthly statements for wire payment, collect receipts from cardholders and code expenses.
• Monitor MESH Visa website to ensure expenses have receipts, memos and are coded. Follow up with cardholders missing documentation.
• Process personal charges from employees/contractors and provide documentation to Asst. Controller and Customer Service.

Payments and Vendor Requests:

• Print checks/ACHs for invoices and payment requests that have been approved and integrated into Aspen. Properly calculate totals for printed payments.
• Research and verify vendor payment requests. Respond to requests accordingly.

Month-end & Additional Responsibilities

• Review PO to Payables report at the month-end and provide GL coding and awareness to issues with open payables.
• Process end-of-month payments, such as rent and management fees.
• Process MESH account statement, separating charges by GL. Prepare statement for journals and work with Asst. Controller to record journal and payment.
• Assist stakeholders with any invoice/payment concerns. Collaborate with AP regarding any team initiatives/projects. Aid AP Supervisor, as requested.

Skills and Competencies:

• Strong knowledge of account payable processes.
• Proficiency in AP software and ERP systems (e.g., SAP, Oracle, QuickBooks).
• Excellent organizational skills and attention to detail.
• Effective communication and problem-solving skills.