Job Description

Essential Duties and Responsibilities

Accounts Payable Processing

• Collaborate with the Senior Accounts Payable Specialist to manage daily accounts payable workflow and priorities.
• Review, code, and process high-volume vendor invoices accurately and on schedule across multiple entities and locations.
• Confirm that invoices include appropriate approvals and supporting documentation.
• Ensure expenses are recorded to the correct entity, location, department, general ledger account, and accounting period.
• Identify duplicate invoices, incorrect charges, missing approvals, and other discrepancies before payment.
• Enter invoices, credits, and adjustments into Microsoft Dynamics 365 Business Central.
• Monitor outstanding invoices and help maintain accurate accounts payable balances.

Pass-Through and Reimbursable Expenses

• Identify customer-reimbursable and pass-through expenses associated with specific locations or contracts.
• Code pass-through invoices to the appropriate customer, location, entity, and general ledger account.
• Maintain the supporting documentation required for customer billing and reimbursement.
• Coordinate with billing and accounting personnel to ensure reimbursable expenses are communicated and billed promptly.
• Reconcile pass-through expenses to customer billings and identify unbilled or unrecovered costs.
• Research and resolve discrepancies among vendor invoices, payments, and customer reimbursement activity.

Vendor Management and Payments

• Maintain accurate vendor records, payment terms, tax documentation, and account information.
• Review vendor statements and resolve invoice, credit, and payment discrepancies.
• Prepare ACH, check, wire, and other approved vendor payments for review and authorization.
• Verify payment amounts, vendor information, due dates, approvals, and supporting documentation before processing.
• Monitor payment terms and due dates to minimize late fees and maintain positive vendor relationships.
• Respond professionally and promptly to vendor inquiries.
• Assist with annual vendor reporting and Form 1099 requirements.

Reconciliations and Month-End Close

• Reconcile vendor statements, accounts payable balances, and assigned liability accounts.
• Research aged payables, debit balances, unapplied credits, and other reconciling items.
• Identify invoices received but not recorded and assist with appropriate accruals.
• Ensure invoices and payments are recorded in the proper accounting period.
• Complete assigned accounts payable reconciliations and close responsibilities within established deadlines.
• Maintain organized supporting documentation for financial reporting and audit requirements.

Team Collaboration and Cross-Training

• Partner with the Senior Accounts Payable Specialist to maintain consistent processing and coverage.
• Share workload based on transaction volume, deadlines, entity assignments, and departmental priorities.
• Cross-train on critical accounts payable functions to provide backup coverage during absences, month-end close, and high-volume periods.
• Coordinate with accounting, operations, billing, and location management to resolve invoice and coding issues.
• Communicate outstanding issues, payment concerns, and process discrepancies promptly to accounting leadership.
• Support continuous improvement and standardization of accounts payable processes.

Internal Controls and Audit Support

• Follow established accounts payable policies, approval requirements, and segregation-of-duties controls.
• Verify appropriate authorization before processing invoices, vendor changes, or payments.
• Maintain complete documentation supporting invoices, payments, vendor records, and reconciliations.
• Identify unusual transactions, duplicate payments, or control concerns and escalate them appropriately.
• Support internal and external audits by providing requested accounts payable documentation.
• Maintain the confidentiality of vendor, banking, employee, and company financial information.

Required Qualifications

• 3-5 years of accounts payable or related accounting experience.
• Experience processing high-volume invoices across multiple entities, locations, departments, or cost centers.
• Strong understanding of invoice coding, accounts payable, general ledger accounting, accruals, and reconciliations.
• Experience processing ACH, checks, wires, and electronic vendor payments.
• Proficiency with Microsoft Dynamics 365 Business Central.
• Strong Microsoft Excel skills, including PivotTables, XLOOKUP/VLOOKUP, SUMIFS, reconciliations, and analysis of large data sets.
• Strong analytical and problem-solving skills, including the ability to research discrepancies independently.
• Excellent organization, accuracy, and attention to detail.
• Strong written and verbal communication skills.
• Ability to work collaboratively while independently managing assigned responsibilities and deadlines.
• High degree of professionalism, accountability, confidentiality, and follow-through.

Preferred Qualifications

• Associate's or bachelor's degree in accounting, finance, business administration, or a related field.
• Experience within a multi-entity or multi-location organization.
• Experience with pass-through or reimbursable customer expenses.
• Experience supporting month-end close and external audits.
• Familiarity with online banking and treasury-management platforms.

Core Competencies

Performance Expectations

Physical and Work Requirements

• Ability to work onsite in an office environment and use a computer for extended periods.
• Ability to communicate regularly with vendors, accounting personnel, operations, location management, and company leadership.
• Occasional overtime may be required during month-end close, audits, or other high-volume periods.

Equal Employment Opportunity