Position: Senior Accounts Payable Specialist
Reports to: Accounts Payable Manager
Department: Accounting
Purpose: This position performs various accounts payable activities as well as assists with special projects. Serves as a team lead to and assists with training, coaching, and supporting other members of the Accounts Payable team.
Duties and Responsibilities:
- Provide assistance for Accounts Payable (A/P) team, in conjunction with Accounts Payable Manager, which may include, but is not limited to:
- Train incoming A/P Specialists on Excel Fitness Accounts Payable processes and procedures.
- Research, attain clarification, and resolve invoice discrepancies and issues by communicating with vendors and internal personnel.
- Coach A/P Specialists on effective communication and problem resolution with vendors.
- Review A/P coding and documentation for completeness and accuracy.
- Provide support to the AP Manager in developing and maintaining departmental policies and procedures.
- Manage approval of invoices in A/P processing platform for items between $0.00 - $2,499.99.
- Support and back up other A/P team members as necessary.
- Assist other A/P processes as needed.
- General Responsibilities which may include, but are not limited to:
- Issue credit memos and stop payments, void and reissue checks, as needed.
- Prepare and process weekly A/P summaries and payment batches for Chief Financial Officer (CFO) approval.
- Assist in the preparation of AP reconciliation, reports and analyses.
- Assist Accounts Payable Manager with Form 1099 reporting.
- Facilitate and support external and internal financial audits, as needed.
- Responsible for various monthly and yearly account reconciliations and general ledger accounts.
- Handle complex and high-value invoices, ensuring accuracy and compliance with company policies.
- Maintain the new vendor tracking sheet to ensure processes are followed and new vendors are entered into the AP processing platform.
- Assist in coding and submitting AP corporate credit card transactions for approval.
- Create journal entries for shared services and assigned consolidated billing statements.
- Manage submissions and approvals in Service Channel (Facilities work order and invoicing platform) for maintenance and repair vendor bills.
- Ensure all Service Channel items are imported successfully to the A/P processing platform for payment and are also synced successfully to accounting software.
- Other general administrative, accounting duties, and special projects as assigned.
Qualifications:
- Associate’s degree or equivalent in Accounting, Finance, and/or related field required. Equivalent related work experience or combination of experience and education may be considered in lieu of Associate’s degree.
- At least 1-2 years of work experience in Accounts Payable required. Ideally, 3-5 years of work experience in Accounts Payable preferred.
- Good computer skills, including experience with Microsoft Office Products, especially Microsoft Word and Excel.
- Experience working in an ERP system and data entry skills required. NetSuite experience is a plus.
- Strong mathematical aptitude with experience and proficiency in working with numbers.
- Good oral and written communication skills, with the ability to convey information to internal and external customers in a clear, focused and concise manner.
- Effective time management skills and capable of meeting deadlines.
- Ability to function effectively and positively within a team environment.
- Ability to maintain confidentiality.
Supervisory Responsibility: This position serves as a team lead and assists with cross training other members of the Accounts Payable team.
Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands: The physical demands described here are representative of those that a Team Player must meet to successfully perform the essential functions of this job.
- Regularly required to talk and hear.
- Frequently required to sit; stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
- Occasionally required to climb, balance, stoop, kneel, crouch or crawl.
- Must frequently lift and move up to 10 pounds and occasionally lift and move objects up to 25 pounds.
- Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Position Type/Expected Hours of Work: This is a full-time, exempt position. Under the Regulations, Part 541, an exempt Team Player is one who is not entitled to the minimum wage or overtime pay protections of the Fair Labor Standards Act (FLSA).
Standard work days and hours are Monday through Friday, between 8:00 a.m. and 5:00 p.m. This position may work outside of normal business hours, including evenings and weekends.
Travel: 0-5% travel is expected for this position.
EEO Statement: Excel Fitness is an Equal Opportunity Employer. We are committed to the policy of equal employment opportunity in recruitment, hiring, career advancement, and all other employment practices.
Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the Team Player for this job. Duties, responsibilities, and activities may change at any time with or without notice.
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