Accounts Payable Specialist
Newark, CA
Category: Finance and Accounting
Reference ID: 10081013
Shortcut: http://addisongroup.gosnaphop.com/Rgqtks
Job: Accounts Payable Specialist
Location: Newark, CA
Onsite: 5x onsite per week
Hourly Range: $60k-$70k, depending on experience
Benefits: This position is eligible for medical, dental, vision, and 401(k)
Job Description:
Accounts Payable Specialist // Hybrid (Newark)
We are seeking a detail-oriented Accounts Payable Specialist to support day-to-day AP operations across multiple entities and client portfolios. This individual will work closely with the Accounts Payable Manager to ensure accurate and timely invoice processing, vendor management, account reconciliations, and payment coordination.
The ideal candidate is organized, proactive, comfortable managing high invoice volumes, and able to work across multiple accounting systems and entities in a fast-paced environment.
Primary Responsibilities
- Assist with managing the accounts payable cycle, including invoice intake, review, coding, data entry, approval routing, posting, and synchronization across multiple QuickBooks accounts
- Assist with reconciling automated bank withdrawals and recurring vendor payments against outstanding AP invoices
- Respond to routine vendor and internal AP inquiries, helping maintain timely communication and issue resolution
- Coordinate new vendor setup within Bill.com, including collecting W-9s, agreements, certificates of insurance, contact information, and other required documentation
- Review vendor statements against internal AP records to identify missing invoices, discrepancies, and outstanding balances
- Assist with Divvy inquiries, including credit limit information, basic reporting, and job number updates
- Complete vendor credit applications and coordinate supporting documentation and internal approvals
- Assist with preparing monthly reports to identify missing recurring invoices from contractors and subscription vendors
- Assist with reviewing contractor timesheets and verify hours against corresponding billing records
Secondary Responsibilities
- Assist preparing weekly accounts payable aging reports
- Assist reconciling vendor credits and payments received across multiple bank accounts and identify corresponding invoices
- Provide payment status updates and respond to payment-related inquiries
- Troubleshoot payment failures, system synchronization issues, coding errors, incorrect job or general ledger mappings, and approval delays
- Assist with month-end close activities, including accruals, prepaid expenses, reclassifications, journal entries, and general ledger research
- Provide supporting financial reports, including P&L, general ledger, accrual, prepaid expense, and project/job cost reports
Annual Responsibilities
- Assist with annual 1099 preparation and filing
- Maintain vendor records and research and resolve vendor payment and 1099 discrepancies
Qualifications
- 1-2 years of accounting experience or related experience
- Experience with QuickBooks and Bill.com preferred
- Familiarity with multi-entity accounting environments
- Strong attention to detail and organizational skills
- Strong communication and problem-solving skills
- Proficiency in Microsoft Excel and other accounting or financial systems
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