Accounts Payable Specialist

Summary

The Accounts Payable Specialist is responsible for accurate and timely processing of vendor invoices and maintaining the integrity of the accounts payable workflow. This role is primarily focused on high-volume invoice processing, but requires strong judgment to identify urgent payments, resolve routine issues, and escalate exceptions appropriately.

Essential Functions

• Process vendor invoices accurately and efficiently in the company's AP system
• Verify invoice details including pricing, quantities, approvals, and coding
• Match invoices to purchase orders and receive documentation when applicable
• Ensure invoices are routed for approval and processed within required timelines
• Prepare invoices for scheduled payment runs
• Identify invoices requiring urgent or expedited payment and escalate when necessary
• Maintain accurate vendor payment records and documentation
• Communicate with vendors and internal departments to address questions regarding invoices, payments, and account status
• Review invoices for discrepancies, missing information, or unusual charges
• Monitor accounts to ensure payments are made in accordance with company policies and payment terms
• Investigate and resolve routine invoice issues independently when possible
• Escalate complex issues to the Staff Accountant or AP leadership when needed
• Assist with month-end closing processes, including accruals and account reconciliation
• Coordinate with internal departments to obtain approvals or missing documentation
• Maintain organized records of invoices and supporting materials
• Maintain accurate AP records and documentation for audit purposes
• Ensure compliance with company policies, accounting procedures, and applicable state and federal regulations
• Support process improvements that increase efficiency or reduce errors in invoice processing

Knowledge / Skills

• Experience in private-equity-backed, high-growth, or regulated environments
• Experience in multi-entity environments
• Prior exposure to centralized AP models
• Experience with audit support
• Experience with Sage Intacct and ProcureDesk or similar procurement systems
• Detail-oriented and process focused
• Able to critically evaluate discrepancies or incomplete information
• Exceptional verbal and written communication skills with a strong emphasis on customer services
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook