Accounts Payable Specialist / Receptionist

• Serve as the primary point of contact at the front desk, greeting and assisting visitors, clients, and vendors in a professional and welcoming manner.
• Answer, screen, and direct incoming phone calls and emails; take and relay accurate messages.
• Manage incoming and outgoing mail and deliveries, including courier coordination.
• Maintain a clean, organized, and professional reception area and common spaces.
• Coordinate and order meals for executive staff, company meetings, and corporate events.
• Oversee daily office operations and maintain adequate office supply inventory; coordinate with vendors as needed.

• Process and manage accounts payable invoices received through multiple channels (email, mail, and electronic systems).
• Review invoices for completeness, accuracy, and proper supporting documentation.
• Verify coding and authorization prior to processing; perform three-way match (PO, receipt, invoice) as applicable.

• Ensure timely and accurate payment of all vendor invoices in accordance with vendor terms.
• Maintain payment schedules to optimize cash flow and prevent late fees.
• Process payment runs and coordinate check distributions, ACH payments, and wire transfers.

• Code invoices to appropriate general ledger accounts in accordance with company policies and GAAP.
• Maintain accurate and well-organized accounts payable records.
• Support month-end close activities and assist with account reconciliations.

• Serve as the primary contact for assigned vendors regarding invoice status and payment inquiries.
• Proactively resolve payment discrepancies and disputes in a professional manner.
• Build strong vendor relationships to ensure uninterrupted service delivery.
• Collaborate with internal departments to address invoice questions and approval workflow issues.

• 1–2 years of accounts payable or general accounting experience, OR an Associate degree in Accounting or a related field.
• Prior experience in a receptionist, front-desk, or administrative support role preferred.
• Fundamental understanding of accounts payable processes, workflows, and GAAP.
• Understanding of how AP transactions impact general ledger posting.
• Intermediate proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Exceptional attention to detail, accuracy, and organizational skills.
• Professional demeanor, strong customer-service orientation, and excellent communication skills (written and verbal).
• Ability to multitask and independently manage competing priorities.

• Experience with accounting software or ERP systems (e.g., QuickBooks, Sage, NetSuite).
• Familiarity with three-way match processes.
• Previous experience in media, entertainment, or corporate environments.

• Independent Worker – Manages workload autonomously while balancing multiple responsibilities.
• Problem Solver – Strong analytical skills; researches issues and develops effective solutions.
• Team Player – Collaborative mindset with outstanding customer-service orientation.
• Communicator – Clear, professional written and verbal communication with vendors, visitors, and colleagues.
• Organized – Systematic approach to work; able to pivot seamlessly between financial and front-office tasks.

• Health & Wellness: Medical, dental, and vision insurance.
• Financial Security: Life insurance, short-term and long-term disability coverage.
• Retirement: 401(k) retirement plan.
• Work-Life Balance: Employee Assistance Program (EAP).
• Time Off: Paid time off and company holidays.

• Work in the vibrant Naples, Florida area with an excellent quality of life.
• Grow your career in a dynamic media industry environment.
• Collaborate with experienced finance and operations professionals.
• Be part of an innovative, forward-thinking organization.
• Develop transferable skills in a supportive team setting.

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