Frederick Fox

Accounting Associate – Job Description

Position Overview

The Accounting Associate supports the accounting team in managing
day-to-day accounting operations, maintaining accurate financial
records, and supporting the organization’s financial reporting
processes. The role initially focuses on administering the full
accounts payable (AP) cycle, including invoice processing,
general ledger coding, payment preparation, vendor documentation,
and account reconciliation.

The Accounting Associate manages daily payment requests and
coordinates recurring payment runs while helping maintain the
integrity of financial data across accounting and payment
platforms. This individual also serves as a primary point of
contact for vendor payment inquiries, resolves billing
discrepancies, and supports month-end close activities to ensure
expenses are recorded accurately and in accordance with generally
accepted accounting principles (GAAP).

Working alongside experienced accounting professionals, the
Accounting Associate will have the opportunity to develop broader
accounting expertise, contribute to process improvements, and
gradually expand responsibilities across the financial accounting
cycle. The ideal candidate is detail-oriented, comfortable with
technology, proactive in solving problems, and committed to
providing responsive service to internal stakeholders and
external partners.

Key Responsibilities

Accounts Payable Management

* Manage the full-cycle accounts payable process, from invoice
receipt and verification through general ledger coding, approval
routing, payment processing, and recordkeeping.
* Review invoices for accuracy, completeness, appropriate
approvals, and compliance with company policies.
* Verify invoice details, payment terms, vendor information, and
supporting documentation before processing payments.
* Identify and resolve duplicate invoices, coding errors,
discrepancies, and missing information.
* Maintain organized electronic records of invoices, approvals,
payment confirmations, and other AP documentation.
* Monitor outstanding invoices and payment obligations to ensure
timely processing and minimize late payments.
* Coordinate with internal departments to obtain approvals,
clarify expense classifications, and resolve invoice questions.
* Ensure accounts payable transactions are recorded accurately
and consistently in the accounting system.
* Identify opportunities to improve invoice processing
efficiency, documentation standards, and AP workflows.
Payment Processing & Cash Disbursements

* Manage daily payment requests and verify that supporting
documentation and approvals are complete before processing.
* Prepare, coordinate, and execute scheduled weekly payment runs
in accordance with established procedures and payment deadlines.
* Review payment batches for accuracy, completeness, duplicate
payments, and compliance with internal controls.
* Confirm vendor banking information and required payment
documentation before initiating or coordinating disbursements.
* Monitor payment status and respond to questions regarding
processing timelines, payment confirmations, and outstanding
items.
* Coordinate with authorized approvers and relevant stakeholders
to resolve payment exceptions and prevent unnecessary delays.
* Maintain accurate records of completed payments and supporting
documentation.
* Follow established cash disbursement controls and escalate
unusual transactions or potential payment risks.
* Protect sensitive financial and banking information throughout
the payment process.
Vendor Setup & Relationship Management

* Serve as a primary point of contact for routine vendor billing,
payment status, and account-related inquiries.
* Collect, review, and maintain required vendor documentation,
including W-9 forms and banking information.
* Support vendor onboarding and updates to vendor master records
in accordance with company procedures.
* Verify vendor information and help maintain accurate, complete,
and current records.
* Investigate billing discrepancies, missing payments, incorrect
invoice details, and other vendor concerns.
* Communicate payment issues and resolution timelines clearly,
professionally, and promptly.
* Collaborate with internal stakeholders to resolve vendor
disputes and obtain missing information.
* Maintain a service-oriented approach while ensuring that
payment controls and documentation requirements are followed.
* Build productive relationships with vendors and internal
partners to support reliable payment operations.
Accounting Systems & Data Integrity

* Administer and monitor the integration between accounts payable
and accounting platforms, helping ensure accurate synchronization
of financial data.
* Support the flow of transaction information between payment
management software and the general ledger.
* Investigate synchronization errors, failed imports, duplicate
records, and other system-related discrepancies.
* Reconcile transactions between systems and work with internal
or external support resources to resolve technical issues.
* Maintain accurate vendor records, account coding, payment
details, and transaction documentation.
* Use accounting systems and spreadsheet tools to analyze data,
identify inconsistencies, and improve reporting accuracy.
* Follow established access controls, approval workflows, and
system administration procedures.
* Assist with system updates, process documentation, user
support, and improvements to accounting workflows.
* Recommend practical technology solutions that improve
efficiency, accuracy, and visibility into AP activity.
General Ledger & Month-End Close Support

* Support month-end close activities by reviewing assigned
general ledger accounts and identifying unusual or inaccurate
balances.
* Assist with preparing journal entries, accruals, and expense
adjustments as needed.
* Review expense coding to ensure transactions are recorded in
the appropriate accounts and accounting periods.
* Help reconcile accounts payable balances and investigate
differences between subsidiary records and the general ledger.
* Ensure expenses are recorded in the appropriate period in
accordance with GAAP and company accounting policies.
* Gather supporting documentation and prepare schedules required
for financial reporting and account reconciliations.
* Respond to requests from senior accounting team members during
monthly and annual close processes.
* Maintain organized workpapers and supporting records to
facilitate review, reporting, and audit requirements.
* Identify recurring accounting issues and recommend corrective
actions to improve the accuracy of financial records.
Financial Reporting & Accounting Team Support

* Provide general accounting support to senior team members and
management across the organization’s accounting and financial
reporting activities.
* Assist with preparing financial schedules, reconciliations,
expense analyses, and supporting reports.
* Research transaction details and investigate discrepancies to
support accurate financial reporting.
* Help maintain documentation for accounting procedures,
recurring tasks, and reporting requirements.
* Support internal and external audit requests by gathering
invoices, payment records, reconciliations, and other supporting
materials.
* Assist with special projects and additional accounting
assignments as business needs evolve.
* Develop an understanding of broader accounting functions,
including general ledger accounting, financial reporting, and
period-end close.
* Work collaboratively with accounting colleagues to meet
deadlines and maintain consistent accounting standards.
Process Improvement & Internal Controls

* Follow established accounting policies, procedures, approval
requirements, and internal controls.
* Identify opportunities to reduce manual work, improve
transaction accuracy, and streamline AP processes.
* Develop and maintain checklists, process documentation, and
standard operating procedures for recurring tasks.
* Review workflows for potential duplicate payments, coding
inconsistencies, incomplete documentation, and control
weaknesses.
* Support the implementation of process improvements and
accounting technology enhancements.
* Maintain appropriate segregation of duties and escalate
exceptions that fall outside established procedures.
* Contribute to a culture of accuracy, accountability, continuous
improvement, and responsible financial management.
Professional Development & Collaboration

* Work closely with experienced accounting professionals to build
knowledge of the full financial accounting cycle.
* Seek feedback and guidance to improve technical accounting
skills, system proficiency, and professional effectiveness.
* Develop broader capabilities in general ledger accounting,
reconciliations, financial reporting, and month-end close.
* Communicate clearly with colleagues, management, vendors, and
other stakeholders.
* Manage competing priorities while maintaining accuracy and
meeting payment and reporting deadlines.
* Demonstrate initiative, adaptability, and a willingness to take
ownership of assigned responsibilities.
* Contribute to a collaborative accounting team environment
focused on knowledge-sharing, service, and continuous
improvement.
Qualifications

Required Qualifications

* At least two years of experience in accounting, accounts
payable, bookkeeping, or a related financial operations role, or
a bachelor’s degree in Accounting, Finance, Business
Administration, or a related field.
* Understanding of basic accounting principles, expense coding,
invoice processing, and payment procedures.
* Strong attention to detail and the ability to identify
duplicate invoices, coding errors, data inconsistencies, and
documentation gaps.
* Proficiency in Microsoft Excel, including XLOOKUPs,
PivotTables, and spreadsheet-based data analysis.
* Strong organizational skills and the ability to manage multiple
invoices, payment requests, and deadlines simultaneously.
* Clear written and verbal communication skills, with the ability
to explain payment issues and resolve questions professionally.
* Strong problem-solving skills and the ability to research
discrepancies and follow issues through to resolution.
* Comfort working with cloud-based accounting platforms,
financial tools, and digital documentation systems.
* A proactive, technology-oriented mindset and willingness to
learn new systems and processes.
* Ability to handle confidential financial, vendor, and banking
information with discretion.
* Commitment to accuracy, accountability, and compliance with
established procedures.
Preferred Qualifications

* Direct experience with Sage Intacct, Bill.com, or comparable
accounting and accounts payable platforms.
* Experience managing weekly payment runs, daily disbursements,
and vendor onboarding.
* Familiarity with general ledger coding, account
reconciliations, accruals, and month-end close procedures.
* Experience managing accounting system integrations or
reconciling data across multiple financial platforms.
* Knowledge of GAAP and basic internal control principles.
* Experience supporting accounting operations across multiple
entities or related companies.
* Experience using Excel to reconcile transaction data, identify
discrepancies, and prepare financial analyses.
* Interest in expanding accounting knowledge and progressing into
broader financial accounting responsibilities.

Accounting Associate

About the role

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