Accounts Payable Specialist
hace 3 días
New York
Job DescriptionJob Title: Accounts Payable Specialist Job Description 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. 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., • 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., • 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. This role operates in an on‑site, office‑based environment five days per week, working closely with Receiving, Purchasing, and other internal departments. The position involves extensive use of ERP systems (with SAP preferred), Microsoft Excel for reconciliations and analysis, and Microsoft Word for documentation and communication. The workday is typically structured around tight daily cutoffs and prior‑day receiving reports, requiring focus, accuracy, and timely follow‑through in a high‑volume setting. The environment emphasizes professionalism, organization, and collaboration, with regular phone and email communication with vendors and internal stakeholders. Job Type & Location This is a Contract to Hire position based out of Bronx, NY. Pay and Benefits The pay range for this position is $25.00 - $27.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision, • Critical Illness, Accident, and Hospital, • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available, • Life Insurance (Voluntary Life & AD&D for the employee and dependents), • Short and long-term disability, • Health Spending Account (HSA), • Transportation benefits, • Employee Assistance Program About Aston Carter Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email for other accommodation options. San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records. Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
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