Accounts Payable & QuickBooks Online

Diamond Braces • Englewood, NJ

6d

About The Position

The Accounts Payable professional will own the accounts payable workflow, vendor management, and QuickBooks Online cleanup and organization for a multi-location orthodontic organization. This is a system-building role requiring knowledge of accrual accounting, vendor controls, chart of accounts structure, and financial discipline, as well as advanced QuickBooks Online capabilities.

The role includes managing full-cycle accounts payable, organizing and maintaining vendor records, overseeing payment processing, and improving financial controls and reporting. The employee will also clean and reorganize the existing QuickBooks Online file, support monthly reconciliations and month-end close, and develop standardized workflows and documentation.

Performance is measured monthly, including timely entry of vendor bills, preventing duplicate payments, completing bank and credit card reconciliations by the 10th of each month, delivering a clean AP aging report, reducing QuickBooks cleanup errors, and completing month-end close participation on schedule. The position may be hybrid or remote, though the candidate must be able to work in-office initially. Compensation is listed as up to $80,000 annually and $25–$40 per hour based on skills and experience.

Requirements

• Minimum 3–5 years of Accounts Payable experience.
• Advanced QuickBooks Online experience is required.
• Experience cleaning and reorganizing messy QuickBooks Online files.
• Strong understanding of accrual accounting.
• Strong Excel skills.
• Highly detail-oriented and organized.
• Able to work in-office initially.

Nice To Haves

• Experience in multi-location businesses.

Responsibilities

• Manage the full-cycle accounts payable process.
• Enter, code, and verify vendor bills accurately.
• Match invoices to purchase orders and approvals.
• Maintain organized vendor files and W-9 documentation.
• Schedule and process weekly payment runs.
• Monitor duplicate bills and prevent overpayments.
• Reconcile vendor statements monthly.
• Clean and reorganize the existing QuickBooks Online file.
• Merge duplicate vendors and accounts properly.
• Maintain an accurate chart of accounts structure.
• Ensure proper class and location tracking by office.
• Maintain accrual-based accounting integrity.
• Reconcile credit cards and bank accounts monthly.
• Identify and correct misclassified transactions.
• Assist in building a clean month-end close process.
• Prepare monthly AP aging reports.
• Track outstanding liabilities.
• Support the month-end close checklist.
• Maintain digital documentation standards.
• Flag unusual spending patterns.
• Assist in preparing location-level expense summaries.
• Build standardized AP workflow documentation.
• Create a clear approval routing structure.
• Implement bill submission deadlines.
• Maintain a payment calendar.
• Reduce manual errors through system improvements.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Paid time off
• 401(k) with company match
• Discounted orthodontic care for the employee and family
• Growth and advancement opportunities
• Convenient office locations

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed