Accounts Payable Specialist

Job Title: Accounts Payable Specialist

Position Overview

We are seeking a detail-oriented Accounts Payable Specialist to join our finance team. The ideal candidate will be responsible for managing the accounts payable process, ensuring timely processing of vendor invoices, and maintaining accurate financial records. This role requires strong organizational skills and effective communication to support our operational efficiency.

Key Responsibilities

• Manage the accounts payable inbox (Sign in to view email) and respond to inquiries promptly.
• Print and scan invoices as required, ensuring timely date stamping upon receipt.
• Submit invoices for approval from Project Managers and maintain the accounts payable register and related financial reports.
• Maintain vendor records.
• Enter invoices and AIA requisitions for both daily and future payments, ensuring timely processing to facilitate prompt vendor payments.
• Maintain accurate records and control reports related to accounts payable activities.
• Manage vendor correspondence via email, phone, and direct mail.
• Reconcile vendor statements and request outstanding invoices as necessary.
• Prepare checks for daily and weekly disbursements and generate release of liens for processed checks.
• Verify Certificates of Insurance (COI) to ensure vendor compliance.
• Prepare and update cash forecasts to meet the company’s financial obligations.
• Implement and uphold policies and procedures related to accounts payable.
• Generate financial operations reports as required to support management decision-making.
• Lead accounts payable projects, including document management, invoice approval processes, and cash forecasting.
• Prepare the year-end 1099 process.

Qualifications

• Associate or bachelor’s degree in accounting or a related discipline.
• Solid understanding of basic bookkeeping and accounting payable principles
• 2 to 3 years of relevant experience in similar roles within office administration at a small to mid-size firm.
• Strong attention to detail and accuracy in financial reporting.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with ERP systems is a plus.
• Effective communication skills and strong organizational abilities.