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The Accounts Payable Specialist is responsible for managing and supporting the organization's day-to-day accounts payable operations, ensuring vendor invoices, payments, reconciliations, and related financial transactions are processed accurately and in a timely. This position requires a strong understanding of accounting principles and experience working with multiple entities, including intercompany transactions, due-to/due-from accounts, and account reconciliations.

While the primary focus will be accounts payable, the individual may also provide accounts receivable support as needed. The ideal candidate is detail-oriented, organized, dependable, and comfortable working independently in a remote environment while maintaining consistent communication and accountability.

Candidates should have experience with Sage or a comparable accounting system and possess the accounting knowledge necessary to manage complex transactions. Experience with ComputerEase is beneficial but not required, as training can be provided.

Key Responsibilities

1. Accounts Payable

Receive, review, code, and process vendor invoices for accuracy, appropriate account allocation, and proper authorization.
Enter invoices and payment information into the accounting system.
Verify invoices against purchase orders, receipts, contracts, and other supporting documentation.
Ensure expenses are properly coded to the appropriate general ledger accounts, projects, and entities.
Prepare vendor payments in accordance with established payment terms and approval procedures.
Reconcile vendor statements and investigate and resolve discrepancies.
Monitor outstanding invoices and communicate with vendors regarding payment status and discrepancies.
Maintain accurate and organized accounts payable records and supporting documentation.
Track payment schedules and assist with cash flow and accounts payable reporting.

2. Intercompany Accounting & Reconciliations

Record and reconcile financial transactions between related business entities.
Maintain and reconcile due-to/due-from accounts to ensure intercompany balances are accurate.
Review intercompany transactions for proper coding, documentation, and allocation.
Identify and resolve discrepancies between related company accounts.
Ensure transactions are recorded consistently and accurately across multiple entities.
Assist with month-end intercompany reconciliations and related financial reporting.

3. General Accounting Support

Assist with general ledger coding and account reconciliations.
Support job costing and ensure expenses are appropriately allocated to projects and business units.
Assist with month-end closing activities and preparation of supporting documentation.
Review financial transactions for accuracy and identify discrepancies or unusual activity.
Maintain organized financial records and documentation.
Support other accounting and administrative functions as assigned.

4. Accounts Receivable Support

Although accounts payable will be the primary responsibility, the individual may provide accounts receivable support as needed, including:

Assist with customer invoicing and billing.
Record and apply customer payments.
Monitor outstanding receivables and assist with follow-up on overdue accounts.
Reconcile customer accounts and research billing discrepancies.
Maintain accurate accounts receivable records.

5. Remote Communication & Accountability

Consistent communication, accessibility, and reliability are essential requirements of this position.

Maintain a consistent and established work schedule, committing to a minimum of 20–25 hours per week.
Be available and responsive during scheduled working hours.
Regularly monitor and respond to company emails during scheduled hours.
Utilize Microsoft Teams for daily communication, collaboration, and meetings.
Participate in scheduled video meetings with the camera on.
Proactively communicate progress, outstanding assignments, potential delays, and issues requiring attention.
Maintain accurate task tracking and follow through on assigned responsibilities and deadlines.
Demonstrate accountability, professionalism, and the ability to work independently in a remote environment.

Required Qualifications

Previous experience in accounts payable and general accounting.
Strong understanding of accounting principles, including general ledger coding, account reconciliations, and transaction processing.
Demonstrated experience with intercompany transactions, including due-to/due-from accounts and intercompany reconciliations.
Experience working with multiple business entities and maintaining accurate financial records across organizations.
Experience with Sage or a comparable accounting software system.
Working knowledge of job costing and project-related expense allocation.
Proficiency in Microsoft Excel, Microsoft Teams, and Microsoft Outlook or comparable email platforms.
Strong organizational skills and attention to detail.
Ability to manage multiple priorities and meet established deadlines.
Excellent written and verbal communication skills.
Demonstrated reliability and ability to maintain a consistent work schedule.

Preferred Qualifications

Experience in the construction, utilities, infrastructure, or project-based industries.
Experience with ComputerEase accounting software.
Experience supporting accounting operations for multiple related business entities.
Familiarity with month-end closing procedures and financial reporting.
Experience with accounts receivable functions in addition to accounts payable.

Software & Technology Requirements

The successful candidate must demonstrate proficiency with:

Accounting Software: Sage or a comparable accounting platform. Experience with ComputerEase is preferred but not required.
Microsoft Teams: Ability to participate in video meetings, communicate with team members, and collaborate remotely.
Microsoft Excel: Ability to work with spreadsheets, organize financial information, and perform basic calculations and reconciliations.
Email: Consistent monitoring, professional communication, and timely responses during scheduled working hours.

Experience exclusively with QuickBooks Online or Xero will not meet the accounting software experience requirement for this position.

Key Competencies

Strong accounting knowledge and practical application.
Accuracy and attention to detail.
Understanding of intercompany accounting and reconciliations.
Organization and time management.
Problem-solving and discrepancy resolution.
Reliability and consistent availability.
Professional communication and responsiveness.
Accountability and independent work habits.
Ability to adapt to new accounting systems and processes.

Performance Expectations

Vendor invoices are processed accurately and within established deadlines.
Expenses are coded appropriately to the correct general ledger accounts, projects, and business entities.
Intercompany transactions and due-to/due-from accounts are accurately recorded and reconciled.
Vendor statements and assigned accounts are reconciled regularly.
Financial records and supporting documentation are complete and organized.
Assigned tasks and responsibilities are completed within established timelines.
Emails and Teams communications are monitored and addressed during scheduled working hours.
Consistent attendance and participation in scheduled video meetings.
Proactive communication regarding outstanding assignments, potential delays, and issues requiring management attention.

Work Schedule & Expectations

This is a remote, part-time position requiring a minimum commitment of 20–25 hours per week. The individual must maintain an established and consistent work schedule approved by management.

Because of the remote nature of the position, regular communication, availability during scheduled hours, participation in video meetings with cameras on, and timely follow-through on assignments are essential functions of the role.

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