Accounts Payable Specialist

Twelve NYC•New York, NY

28d•Hybrid

About The Position

The Accounts Payable Specialist is responsible for the day-to-day processing of accounts payable transactions, ensuring invoices are accurately processed, and vendors are paid on time. This role plays a key part in maintaining strong vendor relationships, supporting month-end close activities, and ensuring compliance with company policies and accounting standards. The position relates to accounts payable transactions across multiple legal entities (US, UK and France) and currencies, ensuring compliance with each entity's accounting and tax requirements, and intercompany transactions. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, collaborative environment.

Requirements

3-5 years of Accounts Payable experience in manufacturing or product development industries.
Solid understanding of AP processes and basic accounting principles.
Experience working with NetSuite.
Proficiency in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, basic formulas).
Strong attention to detail with excellent organizational and time management skills.
Ability to manage multiple priorities while meeting deadlines.
Excellent communication and customer service skills.
High level of integrity and discretion when handling confidential financial information.
Able to deal with large volume of transactions.

Nice To Haves

Experience processing multi-currency transactions and international vendor payments.
Familiarity with 1099 reporting and sales/use tax requirements.
Experience supporting month-end close and financial audits.

Responsibilities

Process a high volume of vendor invoices accurately, efficiently, and according to budget.
Match invoices to purchase orders and supporting documentation, ensuring proper approvals are obtained.
Prepare and process payments via ACH, wire transfers, checks, and employee expense reimbursements.
Reconcile vendor statements and investigate discrepancies, resolving issues in a timely manner.
Respond to vendor inquiries regarding invoices and payment status.
Maintain accurate vendor records, including W-9/W-8 forms, VAT information, banking details, and 1099 documentation.
Assist with monthly AP reconciliations, including vendor balances, accruals, and prepaid expenses.
Ensure expenses are coded to the appropriate general ledger accounts.
Maintain organized AP files and supporting documentation.
Match invoices to purchase orders and supporting documentation, ensuring proper approvals are obtained.
Coordinate with Operations to resolve quantity or pricing discrepancies.
Coordinate payment runs with the Treasurer.
Ensure expenses are coded to the appropriate general ledger accounts.
Follow established internal controls and company policies to ensure accurate financial reporting.
Support month-end and year-end close activities by preparing AP schedules and reconciliations.
Assist with internal and external audit requests by providing required documentation.
Identify opportunities to improve AP processes and workflow efficiency.
Ensure compliance with GAAP, tax regulations, and company financial policies.
Identify duplicate invoices, fraudulent invoices and unusual payment requests.
Partner with Finance, Purchasing, Operations, and other internal teams to resolve invoice and payment issues.
Communicate proactively with vendors to maintain positive working relationships.
Support special projects and other accounting responsibilities as assigned.