Accounts Payable Specialist

KEY RESPONSIBILITIES

ACCOUNTS PAYABLE

An Accounts Payable Specialist that processes vendor invoices daily; directs invoices to the appropriate party for coding and approval; ensures all transactions follow established approval workflows, internal controls, and are processed within established timeframes; assists supervisor with prioritizing invoices for payment.

Creates entries and attaches coded and approved invoices into accounting software systems accurately and within established timeframes.

Processes payments for the holding company and all subsidiaries daily.

Manages the accounts payable aging report, identifies invoices to be paid, and updates the cash plan weekly.

ACCOUNTING/CREW PAYROLL BACK-UP

An Accounts Payable Specialist that prepares and posts journal entries to support general ledger accuracy, month-end, and year-end accounting activities and reports; reconciles general ledger accounts.

Compiles expense report data from credit card company portal, reviews and adjusts for accuracy, and posts to Business Central each month.

Serves as back-up for Crew payroll, cross-training to ensure depth of coverage when needed; assist with Crew payroll when requested; ensure documentation received in the West Palm Beach office is made available to the Crew Payroll Manager in a timely manner and in the format required.

COLLABORATION & COMMUNICATION

An Accounts Payable Specialist that corresponds daily via e-mail, MS Teams, phone and in person with internal colleagues and external vendors to communicate needs and resolve accounts payable issues; maintains positive communication and interaction with others; escalates issues requiring supervisor involvement or intervention when appropriate.

Coordinates and participates in all assigned work aspects within the Finance Department; supports work tasks of immediate supervisor as needed; provides training, direction, and assistance to new colleagues upon request.

Prepares or gathers documentation for external auditors as requested; maintains organized, audit-ready documentation for invoices and payments.

PROCESS IMPROVEMENT & SYSTEMS

An Accounts Payable Specialist that audits processes and creates or updates standard operating procedures on a continuous basis, keeping records accurate and aligned with company policies and accounting standards; actively looks for ways to reduce manual processes and increase efficiency and effectiveness while ensuring appropriate security protocols are maintained.

Strong preference for experience with Business Central within Microsoft Dynamics or other ERPs that are not QuickBooks.

Experience with Office 365 (Outlook, Teams, Word, Excel) preferred, with intermediate to advanced Excel proficiency required.

QUALIFICATIONS, SKILLS AND EXPERIENCE

An Accounts Payable Specialist that holds a bachelor’s degree in business administration, accounting or a closely related field required; in lieu of a degree, experience may substitute on a year-for-year basis.

At least three years of recent relevant experience required.

Able to demonstrate exceptional attention to detail.

Able to solve problems proactively

Able to work discreetly and professionally with confidential and sensitive information.

Able to be adaptable and effective in fast-paced, growing environments

Able to demonstrate a collaborative, team-first mindset with a positive, solution-focused approach.