Accounts Payable Specialist (for US company)

Full time, Remote role, 9-5pm EST

Salary: $1300 USD/month

We are seeking a highly organized and detail-oriented Accounts Payable Representative to join our growing team. This role is responsible for ensuring that all vendor bills and invoices are processed accurately and in a timely manner, while maintaining strong communication with vendors, facilities, and internal departments. The ideal candidate is proactive, dependable, and capable of managing a high-volume workload with minimal supervision.

Key Responsibilities:

Daily Responsibilities

• Monitor and manage AP email inboxes for invoices, statements, vendor inquiries, and facility requests
• Handle vendor and facility communication professionally and efficiently
• Collect W9 forms for new vendors and coordinate vendor setup with management
• Upload invoices into Intacct/Stampli
• Review and code invoices accurately
• Save invoice copies and maintain AP tracking systems
• Route invoices to the appropriate approvers by department
• Follow up on outstanding approvals to ensure invoices move through the process promptly

Weekly Responsibilities

• Collect additional approval documentation for staffing invoices
• Ensure invoices are not pending facility approval for extended periods
• Follow through on approvals to ensure invoices are finalized and authorized for payment

Monthly Responsibilities

• Assist with OnCare exports and clean-up processes
• Follow up with Purchasing regarding invoices not ready for export
• Request and review vendor statements
• Reconcile vendor accounts and identify discrepancies
• Create vendor pivot reports and maintain detailed notes on statement reviews
• Support month-end AP close processes

Qualifications

• Previous experience in Accounts Payable required
• Experience working with high-volume invoice processing preferred
• Strong organizational and time management skills
• Excellent communication and follow-up abilities
• Ability to work independently and problem-solve effectively
• Detail-oriented with strong accuracy skills
• Experience with ERP/AP systems such as Intacct, Stampli, or similar platforms preferred
• Proficiency in Microsoft Excel and Google Workspace

Ideal Candidate

The ideal candidate is someone who takes ownership of their work, communicates effectively with vendors and internal teams, and ensures that invoices are processed accurately and efficiently from start to finish.