Accounts Payable Specialist/Receptionist.

Beasley Media Group•Naples, FL

15d•Onsite

About The Position

We are seeking a highly organized, detail-oriented, and professional individual to serve as Accounts Payable Specialist/Receptionist. This role is the first point of contact for visitors, clients, and vendors while simultaneously supporting the accounts payable cycle for the corporate finance team.

Requirements

Associate degree in Accounting or a related field.
Fundamental understanding of accounts payable processes, workflows, and GAAP.
Understanding of how AP transactions impact general ledger posting.
Intermediate proficiency in Microsoft Office Suite (Excel, Word, Outlook).
Exceptional attention to detail, accuracy, and organizational skills.
Professional demeanor, strong customer-service orientation, and excellent communication skills (written and verbal).
Ability to multitask and independently manage competing priorities.

Nice To Haves

Prior experience in a receptionist, front-desk, or administrative support role preferred.
Experience with accounting software or ERP systems (e.g., QuickBooks, Sage, NetSuite).
Familiarity with three-way match processes.
Previous experience in media, entertainment, or corporate environments.

Responsibilities

Serve as the primary point of contact at the front desk, greeting and assisting visitors, clients, and vendors in a professional and welcoming manner.
Answer, screen, and direct incoming phone calls and emails; take and relay accurate messages.
Manage incoming and outgoing mail and deliveries, including courier coordination.
Maintain a clean, organized, and professional reception area and common spaces.
Coordinate and order meals for executive staff, company meetings, and corporate events.
Oversee daily office operations and maintain adequate office supply inventory; coordinate with vendors as needed.
Process and manage accounts payable invoices received through multiple channels (email, mail, and electronic systems).
Review invoices for completeness, accuracy, and proper supporting documentation.
Verify coding and authorization prior to processing; perform three-way match (PO, receipt, invoice) as applicable.
Ensure timely and accurate payment of all vendor invoices in accordance with vendor terms.
Maintain payment schedules to optimize cash flow and prevent late fees.
Process payment runs and coordinate check distributions, ACH payments, and wire transfers.
Code invoices to appropriate general ledger accounts in accordance with company policies and GAAP.
Maintain accurate and well-organized accounts payable records.
Support month-end close activities and assist with account reconciliations.
Serve as the primary contact for assigned vendors regarding invoice status and payment inquiries.
Proactively resolve payment discrepancies and disputes in a professional manner.
Build strong vendor relationships to ensure uninterrupted service delivery.
Collaborate with internal departments to address invoice questions and approval workflow issues.