Accounts Payable Specialist

Job Overview:

​Position: Accounts Payable Specialist

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​Position Summary:

​The role involves managing a high volume of full-cycle accounts payable processes, ensuring timely payments to vendors and subcontractors, and maintaining positive relationships with both internal departments and external partners.

​Key Responsibilities ("What You'll Do"):

-​Accurately review and process a high volume of invoices and vendor information in accordance with company policies.

-Code invoices and enter transactions into the SAGE accounting system

-Prepare and maintain accounts payable reconciliations and supporting schedules.

-Reconcile vendor statements and investigate payment discrepancies.

- Perform matching of invoices, purchase orders, and delivery receipts.

-Maintain accurate vendor records, including tax documentation and contact information.

-Support month-end and year-end close activities.

-Manage corporate credit card reconciliations and expense report review.

-Respond to vendor inquiries and resolve issues professionally and promptly.

-Monitor AP aging reports and ensure invoices are paid according to agreed-upon terms.

-Review and match invoices to purchase orders and receiving documentation.

-​Ensure timely and precise entry of transactions into SAGE accounting software.

-​Prepare and process payments.

-​Reconcile statement balances to maintain accuracy.

-​Respond to vendor and internal inquiries.

-Assist with month-end close activities, including account reconciliations and accrual support.

-Collaborate internally to resolve invoice and payment-related issues.

-Support year-end audits and provide requested documentation.

-Maintain vendor records, including onboarding documentation and W-9 collection.

-Assist with 1099 preparation and year-end reporting requirements.

-Maintain organized AP documentation and filing systems for audit purposes.

-Collaborate with internal departments and vendors to resolve payment-related issues.

-Assist with intercompany transactions, reconciliations, and settlements.

-Perform tasks with limited supervision.

​Qualifications & Requirements:

• ​Experience: 3 years of experience is highly desirable.
• Strong understanding of accounts payable processes and accounting fundamentals.
• Proficiency in Microsoft Excel.
• Excellent attention to detail and accuracy.
• Strong organizational, communication, and problem-solving skills.
• Ability to manage multiple priorities and meet deadlines.

​Industry Background: Construction industry experience is advantageous.

• Experience working with accounting software and systems.

Education: Associate’s degree in accounting, Finance, or a related field preferred.

​Technical Skills:

-Familiarity with SAGE Accounting software

-Proficiency in Microsoft Excel is required.

​-Acute attention to detail; ability to meet strict deadlines independently.

• ​Work Location: Willingness to work in Newark, New Jersey.