[Hiring] Accounts Payable Specialist @AVIXA, Inc

Role Description

The Specialist, Accounts Payable is responsible for managing and processing the company’s accounts payable transactions. This includes verifying and reconciling invoices and expense reports, ensuring accurate and timely payments, and maintaining positive relationships with vendors and employees. The position will interact directly with all levels and areas of the organization.

Major Duties & Responsibilities

• Invoice & Expense Report Processing
  • Receive, review, and verify invoices for accuracy and appropriate approvals.
  • Enter invoices into the Accounts Payable system (CoreIntegrator), monitor invoice progress and troubleshoot issues.
  • Prepare and process weekly payment runs in multiple currencies and payment types (ACH, Wire, Check, Virtual Card), ensuring timely payment of invoices to avoid late fees and penalties.
  • Review expense reports to ensure they are compliant with company Travel & Expense policies and prepare for payment.
  • Collate information and prepare monthly expense reports for central corporate cards.
• Vendor Management
  • Onboard new vendors, collecting W-9s and validating vendor data as needed for internal and insurance purposes.
  • Maintain positive relationships with vendors and respond to their inquiries promptly.
  • Reconcile vendor statements and handle discrepancies in a timely manner.
• Reporting & Compliance
  • Create and maintain pipeline and aging reports for review by management and provide information as requested.
  • Maintain files and documentation thoroughly and accurately, in accordance with company policies and accepted accounting practices.
  • Perform regular review of 1099 data and prepare annual filings.
  • Complete credit references and other forms as needed.
  • Ensure compliance with internal controls and company policies.
  • Assist with audit and compliance procedures and liaise with auditors as necessary.
• Other
  • Assist in the administration of the company credit card program including card maintenance and the processing of changes subject to appropriate approvals.
  • Maintain and manage electronic versions of company contracts, including approvals, tracking payment installments, and filing.
  • Identify opportunities for system and process improvements and suggest solutions.
  • Assist other team members in daily operations and special projects as needed.

Qualifications

• Associate’s or Bachelor’s Degree with minimum of 3 years professional Accounts Payable experience strongly preferred.
• Multi-currency experience would be an advantage.
• Knowledge of the entire life cycle of accounts payable and expense reporting.
• Experience with Sage Intacct, CoreIntegrator (or similar Document Management system), Concur, and Wells Fargo would be an advantage.
• Proficiency with Microsoft Excel is required.
• Attention to detail, strong organizational and communication skills, and critical thinking.
• Self-motivated with the ability to work independently and manage multiple projects and deadlines simultaneously.
• Ability to work collaboratively and contribute to a team.
• Willingness to take on special projects.

Benefits

• Generous annual leave and holiday time off.
• Flexible working hours.
• Option for a Compressed Work Week (i.e., 9/75 work week, or every other Friday off).
• Benefits, learning and career development opportunities, education assistance, and more!