AP Specialist

AP Specialist

The purpose of the AP Specialist is to be responsible for the day-to-day functions of the office and our Accounts Payable function. This role is a part time role to support the accounting department. 

Reporting:

The AP Specialist will report to the COO.

Duties and Responsibilities: 

• The lead for all reception duties including greeting guests, answering phones, handling incoming and outgoing mail, receiving, organizing the office and conference room for cleanliness, present-ability and order


• Managing office supplies inventory to ensure it never runs out


• Heavy QuickBooks Online use to process vendor invoices on regular basis


• Match invoices to required supporting documentation, file documents as necessary


• Ensure invoices are properly approved and coded to correct accounts


• Producing a weekly check run report to determine what bill will be paid


• Cut checks once approved to pay and mail out checks


• File weekly A/P packages (check stub, invoice, PO and other supporting documentation) 


• Ensure compliance with company accounting policies 


• Collection calls


• Set up customers in QuickBooks


• Send Insurance certificates


• Collect and record credit card receipts


• Manage petty cash


• All other tasks required by management

Qualifications: 

Competency in Microsoft Word, Excel and Outlook  

Previous receptionist, customer services, accounting or assistant experience required 

Experience with QuickBooks Online

Attention to detail required

Ability to multitask and prioritize tasks effectively 

Pitch in attitude and willingness to learn a must

Excellent oral, written and phone communications skills and ability to work with all personality types