Accounts Payable Specialist

Job Title: Accounts Payable Specialist

Location: Exchange Place, NJ office

Department: Finance/Accounts Payable

Reports to: Accounting Manager

Job Summary:

We are seeking an experienced Accounts Payable Specialist to join our dynamic finance team. The ideal candidate will have a strong background in accounts payable processes, including three-way matching, payment applications, and vendor reconciliations. This role requires meticulous attention to detail, exceptional organizational skills, and the ability to manage multiple tasks efficiently in a fast-paced environment.

Key Responsibilities:

• Three-Way Matching: Perform daily three-way matching of invoices to purchase orders and receiving documents, ensuring accuracy and compliance with company policies.
• Payment Application: Manage daily payment applications based on bank activity, ensuring timely and accurate processing of vendor payments.
• Invoice Management: Ensure no open payments or missing invoices before the weekly disbursement meetings, addressing any discrepancies proactively.
• Disbursement Requests: Enter ASP disbursement requests and provide necessary reference numbers daily.
• AP Aging Reports: Maintain up-to-date accounts payable aging reports daily, identifying any overdue accounts for timely follow-up.
• Wire Confirmations: Update wire confirmations as requested, ensuring all information is accurate and available for review.
• Disbursement Meetings: Prepare for and participate in weekly AP disbursement meetings, providing necessary insights and updates.
• ACH/Wire Tracker: Keep the ACH/Wire tracker updated and request vendor forms as needed.
• Invoice Posting and Payment Applications: Post invoices and apply payments daily, ensuring timely processing and accurate record-keeping.
• Vendor Reconciliation: Conduct daily reconciliations for merchandise vendors, verifying balances and resolving discrepancies.
• AP Mailbox Management: Monitor the AP mailbox daily, ensuring timely responses and processing of invoices and inquiries.
• Invoice Approval: Oversee the approval and entry of invoices, maintaining an organized system for tracking.
• Auto-Debit Management: Enter auto-debit invoices daily, ensuring accuracy and adherence to company policy.
• Payment Posting: Post payments from bank activity as requested, ensuring accuracy in financial records.
• Email Communication: Respond to emails promptly, providing payment confirmations and necessary documentation to vendors.
• Tracking and Reporting: Maintain the AP team slack tracker, following up on highlighted items monthly, and providing a list of pending invoices for month-end accruals as requested.
  
  

Qualifications:

• Bachelor’s degree in finance, Accounting, or a related field preferred.
• Minimum of 5 years’ experience in accounts payable or a similar role.
• Proficient in accounting software and Microsoft Excel; experience with MS Dynamics Great Plains is a must/plus.
• Strong attention to detail and organizational skills.
• Excellent communication skills, both written and verbal.
• Ability to work independently and collaboratively in a team environment.
• Strong problem-solving skills and the ability to meet deadlines in a fast-paced setting.
  
  

Where You'll Be

• This position is in our Jersey City, NJ office and requires 4 days per week in the office.
  
  

Salary $60,000-$70,000