Accounts Payable Specialist

About the Role

We are seeking a detail-oriented and proactive Accounts Payable (A/P) Clerk to join our finance team. This position will manage invoice processing, vendor communications, and weekly payment cycles with accuracy and professionalism. The ideal candidate has experience handling high-volume payables (60–80 invoices weekly) and demonstrates strong organizational and troubleshooting skills.

This role requires someone who can communicate confidently with vendors and internal teams, resolve discrepancies promptly, and manage multiple email inboxes efficiently.

Key Responsibilities:

Invoice Processing & Coding

• Process invoices accurately and ensure all documentation is complete.
• Follow up with internal departments for approvals and clarification on coding.
• Create and maintain vendor records, ensuring W-9 forms and tax documentation are up to date.
• Manage multiple shared inboxes for A/P communication and document submission.

Payment Processing

• Prepare and execute weekly payment runs via ACH and in-house check processing.
• Occasionally process payments directly through vendor websites.
• Monitor chargebacks and assist with expense reporting (currently managed in STARR).
• Maintain clear records of all payments and supporting documentation for audits.

Vendor Management & Client Interaction

• Communicate with vendors to resolve billing discrepancies, disputes, and inquiries.
• Manage phone and email correspondence regarding payments and account clarifications.
• Serve as a professional liaison between vendors and internal departments.

Reporting & Systems

• Generate A/P aging reports and assist in reconciling vendor accounts.
• Maintain and update Excel reports (basic formulas, Pivot Tables, VLOOKUP).
• Work within Sage accounting software (experience highly preferred).
• Utilize Concur for expense management and reporting (highly preferred; will train the right candidate).

Compliance & Documentation

• Ensure W-9 documentation is accurate and determine proper processing criteria.
• Assist in preparing audit-ready documentation and support compliance reviews.
• Support continuous improvement initiatives for A/P workflows.

Qualifications

• 2+ years of hands-on experience in Accounts Payable or similar accounting role.
• Experience processing 60–80 invoices weekly in a fast-paced environment.
• Proficient in Excel (formulas, pivot tables, VLOOKUP).
• Experience with Sage (strongly preferred).
• Concur experience highly preferred — training available for the right candidate.
• Strong written and verbal communication skills in English.
• Professional and customer-service-oriented when interacting with vendors.
• Strong problem-solving skills and high attention to detail.
• Ability to manage multiple inboxes and prioritize tasks effectively.

This is a 100% Remote Work

Up to $6/hr

Full time

US time zone