Quintairos, Prieto, Wood & Boyer, P.A. (QPWB), a multi-office national defense firm and the largest minority owned law firm in the United States, is seeking an Accounts Payable Specialist to join our Accounting Department. This is a full-time position offering a competitive salary and comprehensive benefits package.
About the Role
The Accounts Payable Specialist will be responsible for processing and managing firm payables across multiple offices, with a focus on vendor invoices, office rent and leases, facilities expenses, fixed assets, utilities, and other recurring firm expenses.
The ideal candidate is highly organized, detail-oriented, and comfortable managing a high volume of invoices and recurring obligations while maintaining accurate financial records and ensuring payments are processed accurately and on time.
Primary Duties and Responsibilities
- Receive, review, code, organize, and enter vendor invoices into the firm’s accounts payable system
- Ensure invoices contain appropriate documentation, approvals, coding, and office allocations prior to payment
- Manage recurring monthly expenses and ensure timely and accurate payment processing
- Maintain vendor records and communicate with vendors regarding invoices, balances, credits, payment status, and discrepancies
- Reconcile vendor statements and research missing, duplicate, past-due, or incorrectly billed invoices
- Maintain schedules for recurring firm expenses and contractual obligations
- Process and track monthly office rent and other lease-related payments
- Maintain centralized office lease schedules, including rent, expiration dates, increases, renewal dates, security deposits, and other significant terms
- Track facilities-related expenses, including utilities, maintenance, repairs, cleaning, parking, storage, furniture, and other office costs
- Maintain fixed asset records for furniture, computers, equipment, office improvements, and other capital purchases
- Ensure fixed asset purchases are accurately recorded, coded, and allocated to the appropriate office
- Maintain organized electronic records of invoices, leases, contracts, payment confirmations, and supporting documentation
- Monitor the Accounts Payable inbox and appropriately process incoming invoices, statements, and payment requests
- Follow up with attorneys, staff, and departments regarding missing invoices, approvals, or supporting documentation
- Assist with monthly accounts payable reconciliations and month-end and year-end accounting procedures
- Prepare reports and schedules related to vendors, leases, rent, facilities expenses, recurring payments, and fixed assets
- Identify and research billing discrepancies, duplicate payments, unnecessary charges, and opportunities to improve expense controls
- Assist the Accounting Department with additional accounts payable and accounting projects as needed
Qualifications
- 2+ years of accounts payable, accounting, bookkeeping, or related experience preferred
- Experience processing a high volume of invoices and recurring expenses
- Experience with accounting or accounts payable systems
- Strong proficiency in Microsoft Excel
- Excellent attention to detail and organizational skills
- Ability to manage multiple deadlines and recurring obligations
- Strong written and verbal communication skills
- Ability to independently research discrepancies and follow issues through resolution
- Experience within a multi-office law firm or professional services organization is preferred but not required
What We Offer
QPWB offers competitive compensation and a comprehensive benefits package for full-time employees, including:
- Medical, dental, and vision insurance
- Employer-paid life insurance and short-term disability
- 401(k) with employer match
- Paid vacation, holidays, and personal time off
- Opportunities for professional growth within a national law firm
To Apply
For immediate consideration, qualified candidates should submit their resume. Compensation is commensurate with experience.
QPWB is an Equal Opportunity Employer.
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