Accounts Payable & QuickBooks Online

Diamond Braces Orthodontist: Braces & Invisalign•Teaneck Township, NJ

6d•$25 - $40

About The Position

The organization is seeking a highly disciplined Accounts Payable professional with advanced QuickBooks Online expertise to own the accounts payable workflow, vendor management, and QuickBooks cleanup and organization for a multi-location orthodontic organization. This is described as a system-building role rather than a clerical role. The ideal candidate understands accrual accounting, vendor controls, chart of accounts structure, and financial discipline, and can organize and clean a complex QuickBooks Online file. The role manages the full-cycle accounts payable process, including bill entry and verification, invoice matching, vendor documentation, weekly payment runs, duplicate prevention, and vendor statement reconciliations. It also involves cleaning and maintaining the QuickBooks Online file, supporting accurate office-level class and location tracking, reconciling bank and credit card accounts, correcting misclassified transactions, and assisting with month-end close. The position supports financial controls and reporting by preparing AP aging reports, tracking liabilities, maintaining digital documentation, flagging unusual spending, and assisting with location-level expense summaries. It also builds standardized AP workflows, approval routing, bill submission deadlines, and payment calendars, while improving systems to reduce manual errors. The role is initially expected to be in-office, although the posting says it could be fully remote and lists the job location as hybrid or remote.

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 is preferred.

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.
Meet monthly performance metrics, including timely bill entry, preventing duplicate payments, completing 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.