AP Specialist

Defense Maritime Solutions•Chesapeake, VA

13d•Hybrid

About The Position

The Accounts Payable Specialist is responsible for accurately and promptly processing company invoices and payments and maintaining complete, accurate accounts payable records. The role coordinates invoice review and approval, processes vendor and purchase order invoices, resolves payment discrepancies, supports month-end and year-end activities, and maintains vendor and tax documentation. It also supports process improvements, departmental projects, and initiatives to improve efficiency, controls, and payment methods. The position is performed in a hybrid work environment, with work carried out remotely and at the Company’s office. The employee must maintain an appropriate remote workspace and work effectively in both settings. Regular onsite presence depends on business needs, meetings, training, and other responsibilities. The employee may occasionally enter operational, warehouse, or manufacturing areas and must follow applicable safety requirements. Hybrid arrangements are subject to Company policy and business requirements and may change as operational needs change.

Requirements

High school diploma, GED, or equivalent required.
Minimum two years of progressive accounts payable or related accounting experience required.
Working knowledge of accounts payable principles, practices, and internal controls.
Strong attention to detail and a high degree of accuracy.
Ability to reconcile transactions, identify discrepancies, research issues, and drive them to resolution.
Strong organizational and time-management skills, including the ability to manage multiple priorities and deadlines.
Effective written and verbal communication skills.
Ability to work collaboratively with vendors and employees across multiple departments.
Sound judgment when handling sensitive financial and proprietary business information.
Proficiency with Microsoft Excel, Word, Outlook, and related business applications.
Ability to learn and effectively use ERP, electronic payment, document-management, and other financial systems.
Dependable and accountable, with the ability to work independently and follow through appropriately.
Continuous-improvement mindset and willingness to identify and recommend more efficient ways of working.
Strong interpersonal, written communication, and customer-service skills.

Nice To Haves

Associate degree in accounting, finance, business administration, or a related field.
Experience processing a high volume of invoices and payments.
Experience with freight invoices.
Experience with multi-currency and intercompany transactions.
Experience with Deltek Costpoint or a comparable ERP system.

Responsibilities

Process accounts payable invoices, including purchase order and non-purchase order invoices, accurately and in a timely manner.
Coordinate invoice routing and approvals and follow up on outstanding approvals.
Prepare and process cash disbursements according to company policies and approval requirements.
Maintain vendor records, including vendor setup and supporting documentation.
Maintain W-9 documentation and support preparation and issuance of annual 1099 forms.
Complete vendor credit applications and coordinate required approvals.
Reconcile accounts payable transactions and research and resolve invoice, purchase order, receiving, and payment discrepancies.
Respond to vendor inquiries and work with internal departments to resolve outstanding payment issues.
Monitor accounts payable aging and assist with payment prioritization and cash flow planning.
Process and reconcile freight, intercompany, and multi-currency invoices, as applicable.
Prepare supporting documentation for sales and use tax reporting and maintain familiarity with requirements in jurisdictions where the company operates.
Maintain complete, accurate, and organized accounts payable records and supporting documentation.
Support month-end and year-end closing activities, including reconciliations, reports, accrual support, and audit documentation.
Assist internal and external auditors by providing requested accounts payable records and supporting documentation.
Perform accounts payable activities in accordance with company policies, internal controls, accounting requirements, and applicable regulatory requirements.
Support implementation and ongoing administration of ACH and other electronic payment capabilities.
Identify and support opportunities to streamline accounts payable processes, strengthen controls, reduce manual activity, and improve departmental efficiency.