Accounts Payable Associate

MES Service Company.•Sandy Hook, CT

6d•Onsite

About The Position

MES is hiring a full-time, in-house Accounts Payable Associate to maintain accurate and timely records of the company’s obligations to vendors and suppliers. The role supports the end-to-end accounts payable process, including invoice processing, verification, reconciliation, payment support, and issue resolution. It works with internal departments and external vendors to ensure efficient, accurate, and compliant payment operations in a fast-paced, high-volume environment. The position is based in MES’s Sandy Hook, Connecticut office. The usual schedule is Monday through Friday, generally 8:00 AM–5:00 PM. Regular nights and weekends are expected, with occasional flexibility potentially needed during month-end, year-end, or other critical deadlines. The stated salary is $56,160. MES describes itself as the nation’s largest provider of PPE, fire apparatus, uniforms, and services to first responders. Established in 2001, the company has over 25 locations and a team of over 300 sales representatives and certified service technicians. MES is an Equal Opportunity Employer and will employ only people legally authorized to work in the United States for this opening. Any offer is conditioned on successful completion of a pre-employment screening.

Requirements

Associate degree in Accounting, Finance, Business Administration, or a related field, or equivalent professional experience.
At least five years of accounts payable, bookkeeping, or general accounting experience.
Experience processing invoices in a high-volume environment.
Working knowledge of purchase orders, receipts, invoices, and credit memos.
Understanding of basic accounting principles and general-ledger coding.
Proficiency in Microsoft Excel, Outlook, and standard office applications.
Strong data-entry accuracy and attention to detail.
Strong organizational and time-management skills.
Ability to manage multiple priorities and meet established deadlines.
Professional written and verbal communication skills.
Ability to handle confidential vendor, banking, and financial information appropriately.
Strong attention to detail and ability to work independently.

Nice To Haves

Bachelor’s degree in accounting, Finance, Business Administration, or a related field.
Experience with NetSuite or a comparable enterprise resource planning system; NetSuite experience is strongly preferred but not required.
Experience with automated invoice-capture and approval-workflow systems.
Experience with three-way matching and purchase-order-based invoice processing.
Experience reconciling vendor statements and resolving account discrepancies.
Familiarity with ACH, wire, check, and positive-pay processes.
Experience in distribution, manufacturing, service, or a multi-entity organization.

Responsibilities

Monitor assigned invoice-processing queues and accounts payable mailboxes; review, enter, and process invoices accurately, checking invoice and vendor details and screening for duplicates.
Code non-purchase-order invoices to the appropriate general-ledger accounts, departments, locations, and entities; route invoices for approval and follow up on delayed approvals.
Attach invoices and supporting documents to transactions and maintain accurate transaction records in NetSuite.
Perform two-way and three-way matching of purchase orders, receipts, and vendor invoices; investigate discrepancies and coordinate resolution with Purchasing, Receiving, and Operations.
Maintain clear notes on matching exceptions and monitor problem queues until issues are resolved.
Respond to vendor inquiries about invoice status, payment timing, and account balances; reconcile vendor statements and investigate missing invoices, unapplied payments, credit memos, and other discrepancies.
Request missing invoices and credit documentation, record and apply approved vendor credits, and assist with vendor setup and maintenance.
Support verification of vendor tax forms, contact details, and payment information; escalate banking changes and potential fraud concerns according to company procedures.
Review invoices for weekly payment proposals and confirm required approvals; support ACH, check, wire, and credit card payments and verify payment and remittance details.
Provide vendors with payment confirmations and remittance information; research returned payments, stale checks, duplicate payments, and payment-application issues.
Assist with approved voids, stop payments, and payment reissuances, and maintain payment documentation according to company policy.
Assist with monthly accounts payable close, accrual identification, review of aged invoices and unapplied credits, and reconciliation of vendor accounts and payable balances.
Research transactions and prepare supporting schedules and documentation for internal and external audits; assist with annual vendor tax reporting.
Follow accounts payable policies, approval limits, and segregation-of-duties requirements; protect confidential vendor, banking, and financial information.
Use automated invoice-capture and approval-workflow tools, monitor system exceptions, and report recurring processing issues.
Maintain desk procedures and process documentation; participate in system testing, cross-training, and process-improvement initiatives.
Recommend ways to reduce manual work and improve invoice accuracy.