Remote Accounts Payable Specialist

Accounts Payable Specialist

Remote position working within USA Business Hours

We are seeking a detail-oriented and experienced Accounts Payable Specialist to manage high-volume AP operations efficiently. The ideal candidate will have at least 5 years of experience in accounts payable, with a thorough understanding of payment processes, vendor communication, and compliance requirements. This role involves working closely with vendors, clients, and internal teams to ensure seamless financial operations, timely payments, and adherence to company policies.

Key Responsibilities:

1. Invoice Processing & Payments:
   • Review and process a high volume of invoices accurately and in a timely manner.
   • Ensure proper coding and approval of invoices according to company policies.
   • Match purchase orders (POs) to invoices and resolve discrepancies as needed.
2. Vendor Management:
   • Communicate effectively with vendors to obtain necessary documentation, such as W-9 forms and invoices.
   • Verify vendor information and maintain up-to-date records in the system.
   • Address vendor inquiries and resolve payment issues promptly.
3. Client Interaction:
   • Collaborate with clients to clarify requirements and address AP-related questions.
   • Determine when to escalate issues to the client versus handling directly with vendors.
   • Ensure client-specific protocols are followed in all transactions.
4. Documentation & Compliance:
   • Verify all payment requests have the necessary backup documentation, such as receipts, POs, and approval signatures.
   • Ensure compliance with tax regulations and company policies, including collecting and maintaining W-9s and other tax forms.
   • Assist in preparing reports for audits and internal reviews.
5. Process Optimization:
   • Identify inefficiencies in the AP process and suggest improvements.
   • Stay updated on industry best practices to enhance AP operations.
6. Reconciliation & Reporting:
   • Reconcile accounts payable transactions and resolve discrepancies.
   • Prepare periodic AP reports and summaries for management.
   • Ensure accurate recording and tracking of all financial transactions.

Qualifications & Experience:

• Minimum of 5 years of experience in accounts payable or a related field, with exposure to high-volume environments.
• Strong knowledge of AP processes, including invoice matching, payment processing, and vendor communication.
• Familiarity with compliance requirements, including W-9 forms, POs, and tax regulations.
• Proficiency in accounting software (Sage, Ariba, or similar) and advanced Excel skills.
• Excellent attention to detail and organizational skills.

Key Competencies:

• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Strong communication skills to interact with vendors, clients, and internal teams.
• Problem-solving mindset with the initiative to ask questions and clarify unclear situations.
• High level of accuracy and efficiency in handling financial data.