Accounts Payable Specialist

Aston Carter•New York, NY

2d•$25 - $27•Onsite

About The Position

The Accounts Payable Specialist processes all vendor invoices accurately and efficiently, ensuring timely payments and proper reconciliation of accounts. This role compiles and maintains accounts payable records, performs three-way matching, supports discrepancy resolution, and provides clerical and administrative support as needed. The position requires a strong foundation in bookkeeping and accounts payable principles, excellent analytical and problem‑solving skills, and the ability to work effectively both independently and as part of a team in a high‑volume environment.

Requirements

Associate’s degree with an emphasis in accounting, finance, or a related field and a minimum of three (3) years of work experience in an Accounts Payable role, or a Bachelor’s degree with an emphasis in accounting, finance, or a related field and a minimum of one (1) year of work experience in an Accounts Payable role.
Strong, hands‑on three‑way match expertise, including matching purchase orders, invoices, and receiving documents or bills of lading.
Proven accounts payable experience in processing invoices, managing vendor payments, and maintaining AP records.
Experience reconciling Goods Received / Invoice Received (GR/IR) or Accrued Purchases accounts.
Ability to post clean, matched invoices independently and accurately.
Proficiency in Microsoft Excel, including lookups, reconciliations, and basic data analysis.
Proficiency in Microsoft Word for professional documentation and communication.
ERP system exposure, with SAP experience highly desirable, particularly within accounts payable modules.
Strong math skills, with comfort validating pricing, quantities, and invoice totals.
Excellent written and verbal communication skills for clear, professional interactions with vendors and internal stakeholders.
Demonstrated ability to identify, communicate, and resolve discrepancies in pricing, quantities, and receiving information.
High level of organization and attention to detail, especially in high‑volume processing environments.
Ability to work effectively both independently and in a team setting.
Positive attitude, sound work ethic, reliability, and the ability to follow instructions accurately.
Ability to consistently embody and demonstrate company values and culture.

Nice To Haves

Prior accounts payable experience in high‑volume, distribution, or food service environments.
Comfort working with tight daily cutoffs and prior‑day receiving requirements.
Combined experience with SAP and GR/IR reconciliation, which is considered a strong differentiator.
Knowledge of freight and its impact on invoice and purchase order matching.
Strong analytical and problem‑solving skills, particularly in resolving invoice and receiving discrepancies.
Vendor‑facing communication experience, including handling inquiries via email and phone in a calm and professional manner.
Experience collaborating daily with Receiving, Purchasing, and other internal stakeholders.
Demonstrated follow‑through in tracking missing receiving reports and outstanding issues until resolution.
Highly organized and professional demeanor with the ability to manage multiple tasks in a structured way.
Coachability, dependability, and a consistent, positive approach to work and team collaboration.

Responsibilities

Maintain strong, professional relationships with vendors and internal customers, serving as a key point of contact for accounts payable inquiries.
Review incoming invoices for completeness and accuracy prior to processing.
Perform three-way matching by comparing invoice prices to purchase orders and to system prices.
Verify quantities received against purchase orders, invoices, and signed receiving reports to ensure consistency.
Identify, investigate, and report pricing, quantity, and receiving discrepancies to Purchasing and Receiving departments, and work with them to reconcile and resolve differences.
Post matched invoices that have no discrepancies accurately and independently.
Reconcile postings to the GR/IR (Goods Received/Invoice Received) or Accrued Purchases account on a regular basis.
Review and respond promptly and professionally to incoming emails and phone inquiries from vendors and internal customers.
Coordinate daily with the Receiving department to obtain prior‑day receiving reports for both food and non‑food vendors.
Match purchase orders to receiving reports, invoices, and bills of lading (BOLs) as applicable, ensuring documentation is complete and aligned.
Compile, organize, and maintain accounts payable records and documentation in an orderly and accessible manner.
Provide clerical and administrative support to the accounts payable function and related finance activities as needed.
Actively track missing receiving reports and follow up on unresolved issues until completion.
Ensure that all vendor payments are accurate, efficient, and processed within required timeframes.
Prepare and maintain professional documentation and communications related to accounts payable activities using Microsoft Word and Excel.
Apply strong math skills to validate pricing, quantities, totals, and reconciliations for high‑volume invoice processing.
Demonstrate and uphold company values and culture in daily interactions and decision‑making.