Accounts Payable Specialist

The Accounts Payable Specialist is responsible for managing and executing the organization’s accounts payable functions, including processing invoices, reconciling statements and ensuring timely payments to vendors. This position is onsite at our Madison Heights location.

This role plays a critical part in maintaining accurate financial records, optimizing cash flow and building strong relationships with vendors. The ideal candidate is a proactive and detail-oriented person and is able to multi-task while thriving in a dynamic environment and is committed to continuous improvement.

Duties & Responsibilities:

Invoice Management

• Review, verify, and process vendor invoices for accuracy and proper authorization.
• Verify appropriate coding for all invoices.
• Match invoices to purchase orders and resolve discrepancies promptly.
• Enter invoice data into the accounting system for payment processing.

Payment Processing

• Prepare and process electronic payments (ACH, wire transfers) and checks.
• Monitor payment schedules to ensure timely disbursements and avoid late fees.
• Address payment inquiries from vendors and internal stakeholders.

Reconciliation and Reporting

• Reconcile vendor statements and resolve outstanding balances or discrepancies.
• Assist in month-end and year-end closing by reconciling accounts payable records.
• Generate and maintain accounts payable aging reports and payment activity summaries.

Vendor and Internal Communication

• Serve as the primary contact for vendor inquiries regarding payments and account status.
• Set up new vendors, including collecting appropriate information from vendors such as W9
• Collaborate with purchasing and receiving departments to resolve invoice disputes.
• Build and maintain positive relationships with vendors and internal teams.

Compliance and Documentation

• Maintain organized and accurate records of invoices, payments, and correspondence.
• Drive process for 1099-MISC/NEC filings
• Ensure compliance with company policies, financial regulations, and tax requirements (e.g. 1099 reporting).
• Support internal and external audits by providing requested documentation and information.

Process Improvement

• Identify opportunities to improve accounts payable processes and implement best practices.
• Utilize AP automation tools to enhance efficiency and accuracy.
• Stay updated on industry trends and new technologies in accounts payable management.

Required Skills & Abilities:

• Associate’s degree in Accounting or a related field (or equivalent professional experience)
• Strong understanding of accounting principles and practices, particularly in accounts payable management
• Excellent organizational and time management skills
• Proficiency with accounting systems and financial reporting tools (NetSuite preferred)
• Advanced Microsoft Excel skills, including data analysis and pivot tables
• Strong analytical, problem-solving, and organizational skills
• High attention to detail with the ability to meet deadlines

Additional Qualifications:

• Excellent communication and interpersonal skills for effective interaction with customers and internal stakeholders
• Attention to detail and accuracy in processing invoices and payments
• Knowledge of credit and collection laws and regulations is beneficial
• Ability to work independently and collaboratively in a team environment
• Ability to prioritize tasks, manage workload efficiently and meet deadlines in a fast-paced environment