Frederick Fox

Accounts Payable SpecialistJob SummaryWe are seeking a detail-oriented Accounts Payable Specialist to manage the full accounts payable process, ensuring vendor invoices are processed accurately, approved appropriately, and paid on time. This role is responsible for invoice processing, vendor account reconciliation, payment preparation, and maintaining accurate financial records while supporting month-end close activities. The ideal candidate thrives in a high-volume environment, demonstrates exceptional attention to detail, and is committed to maintaining strong vendor relationships and financial accuracy.Key ResponsibilitiesAccounts Payable Processing<ul style="margin:0px;padding-left:40px;">
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Review, code, and process vendor invoices, credit memos, employee expense reimbursements, and other payment requests.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Verify invoices for appropriate documentation, approvals, pricing, payment terms, quantities, and general ledger coding.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Accurately allocate expenses across multiple departments, business units, locations, or legal entities as required.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Manage the accounts payable process from invoice receipt through approval, payment, and record retention.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Ensure all transactions comply with company policies and internal controls.</li>
</ul>Payment Processing<ul style="margin:0px;padding-left:40px;">
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Prepare and process weekly payment runs, including checks, ACH payments, wire transfers, and other electronic payment methods.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Verify supporting documentation prior to payment authorization.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Monitor payment schedules to ensure vendors are paid accurately and on time.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Maintain payment records and resolve payment-related issues promptly.</li>
</ul>Vendor Management<ul style="margin:0px;padding-left:40px;">
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Reconcile vendor statements and investigate outstanding invoices, duplicate payments, credits, and discrepancies.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Communicate professionally with vendors regarding payment status, account balances, invoice questions, and documentation requests.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Maintain accurate vendor master records, including payment terms, tax documentation, banking information, and contact details.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Support vendor onboarding and maintain compliance with vendor setup procedures and internal controls.</li>
</ul>Month-End Close &amp; Financial Support<ul style="margin:0px;padding-left:40px;">
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Assist with month-end close activities, including accounts payable accruals, invoice cutoffs, reconciliations, and prepaid expense identification.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Review accounts payable aging reports and follow up on outstanding balances, unapplied credits, and stale-dated payments.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Support annual Form 1099 preparation and vendor tax reporting requirements.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Provide documentation and support for audits, tax filings, financial reporting, and other accounting projects.</li>
</ul>Process Improvement<ul style="margin:0px;padding-left:40px;">
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Identify opportunities to improve accounts payable processes, workflows, and internal controls.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Assist in implementing efficiencies through automation, system enhancements, and best practices.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Maintain organized electronic records to support compliance and audit readiness.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Perform additional accounting and administrative responsibilities as assigned.</li>
</ul>Qualifications<ul style="margin:0px;padding-left:40px;">
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred, or equivalent work experience.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Two or more years of accounts payable, bookkeeping, or general accounting experience.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Experience processing high volumes of invoices in a multi-location or multi-entity environment is preferred.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Solid understanding of accounts payable procedures, general ledger coding, accrual accounting, and month-end close processes.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Strong attention to detail with the ability to identify discrepancies, duplicate invoices, missing approvals, and coding errors.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Proficiency in Microsoft Excel, including filtering, sorting, formulas, and reconciliation schedules.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Experience with accounting, ERP, invoice management, or financial systems is preferred.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Strong organizational, time management, and problem-solving skills.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Excellent written and verbal communication skills.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Ability to handle confidential financial information with professionalism and discretion.</li>
</ul>Preferred Qualifications<ul style="margin:0px;padding-left:40px;">
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Experience in restaurant, hospitality, retail, franchise, or other multi-unit business environments.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Familiarity with electronic payment platforms, document management systems, and ERP software.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Experience supporting audits, tax reporting, and vendor compliance initiatives.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Knowledge of internal controls and financial compliance best practices.</li>
</ul>

Accounts Payable Specialist

Job Summary

We are seeking a detail-oriented Accounts Payable Specialist to
manage the full accounts payable process, ensuring vendor
invoices are processed accurately, approved appropriately, and
paid on time. This role is responsible for invoice processing,
vendor account reconciliation, payment preparation, and
maintaining accurate financial records while supporting month-end
close activities. The ideal candidate thrives in a high-volume
environment, demonstrates exceptional attention to detail, and is
committed to maintaining strong vendor relationships and
financial accuracy.

Key Responsibilities

Accounts Payable Processing

* Review, code, and process vendor invoices, credit memos,
employee expense reimbursements, and other payment requests.
* Verify invoices for appropriate documentation, approvals,
pricing, payment terms, quantities, and general ledger coding.
* Accurately allocate expenses across multiple departments,
business units, locations, or legal entities as required.
* Manage the accounts payable process from invoice receipt
through approval, payment, and record retention.
* Ensure all transactions comply with company policies and
internal controls.
Payment Processing

* Prepare and process weekly payment runs, including checks, ACH
payments, wire transfers, and other electronic payment methods.
* Verify supporting documentation prior to payment authorization.
* Monitor payment schedules to ensure vendors are paid accurately
and on time.
* Maintain payment records and resolve payment-related issues
promptly.
Vendor Management

* Reconcile vendor statements and investigate outstanding
invoices, duplicate payments, credits, and discrepancies.
* Communicate professionally with vendors regarding payment
status, account balances, invoice questions, and documentation
requests.
* Maintain accurate vendor master records, including payment
terms, tax documentation, banking information, and contact
details.
* Support vendor onboarding and maintain compliance with vendor
setup procedures and internal controls.
Month-End Close & Financial Support

* Assist with month-end close activities, including accounts
payable accruals, invoice cutoffs, reconciliations, and prepaid
expense identification.
* Review accounts payable aging reports and follow up on
outstanding balances, unapplied credits, and stale-dated
payments.
* Support annual Form 1099 preparation and vendor tax reporting
requirements.
* Provide documentation and support for audits, tax filings,
financial reporting, and other accounting projects.
Process Improvement

* Identify opportunities to improve accounts payable processes,
workflows, and internal controls.
* Assist in implementing efficiencies through automation, system
enhancements, and best practices.
* Maintain organized electronic records to support compliance and
audit readiness.
* Perform additional accounting and administrative
responsibilities as assigned.
Qualifications

* Associate's or Bachelor's degree in Accounting, Finance,
Business Administration, or a related field preferred, or
equivalent work experience.
* Two or more years of accounts payable, bookkeeping, or general
accounting experience.
* Experience processing high volumes of invoices in a
multi-location or multi-entity environment is preferred.
* Solid understanding of accounts payable procedures, general
ledger coding, accrual accounting, and month-end close processes.
* Strong attention to detail with the ability to identify
discrepancies, duplicate invoices, missing approvals, and coding
errors.
* Proficiency in Microsoft Excel, including filtering, sorting,
formulas, and reconciliation schedules.
* Experience with accounting, ERP, invoice management, or
financial systems is preferred.
* Strong organizational, time management, and problem-solving
skills.
* Excellent written and verbal communication skills.
* Ability to handle confidential financial information with
professionalism and discretion.
Preferred Qualifications

* Experience in restaurant, hospitality, retail, franchise, or
other multi-unit business environments.
* Familiarity with electronic payment platforms, document
management systems, and ERP software.
* Experience supporting audits, tax reporting, and vendor
compliance initiatives.
* Knowledge of internal controls and financial compliance best
practices.

Accounts Payable Specialist

About the role

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