Position Summary

The Accounts Payable Specialist ensures vendor invoices are accurate, approved, coded correctly, and paid on time. This role works closely with Purchasing, Project Management, Service, Warehouse, and Finance to match invoices to purchase orders and receipts, resolve discrepancies, maintain vendor records, and protect the integrity of company disbursements.

This is a strong fit for someone who enjoys detailed accounting work, organized processes, and solving discrepancies before they slow down vendors or operations. The successful candidate will combine accuracy, urgency, and professional vendor communication while maintaining strong internal controls and clean supporting documentation.

Key Responsibilities

Receive, review, code, and enter vendor invoices accurately and in accordance with company approval and accounting procedures.
Perform two-way and three-way matching of invoices to purchase orders, receiving documentation, packing slips, subcontractor documentation, or other required support.
Research and resolve invoice discrepancies involving price, quantity, freight, tax, job coding, duplicate billing, missing approvals, or incomplete documentation.
Coordinate with Purchasing, Project Managers, Service, Warehouse, and other internal teams to obtain approvals and resolve issues before payment deadlines.
Prepare scheduled payment runs, including checks, ACH, electronic payments, and other approved disbursement methods, subject to company authorization controls.
Respond professionally to vendor inquiries regarding invoice status, payment timing, missing documentation, credits, and account discrepancies.
Reconcile vendor statements and research missing invoices, unapplied credits, duplicate charges, and aged outstanding items.
Track credits, returns, rebates, warranty-related adjustments, and other vendor-account activity to ensure amounts are properly applied.
Support month-end close through AP reconciliations, accrual support, open-PO review, expense coding review, and outstanding invoice follow-up.
Help identify recurring AP, purchasing, or documentation issues and recommend process improvements that improve accuracy, cycle time, and vendor relationships.

Required Qualifications

At least 2 years of experience in accounts payable, bookkeeping, accounting support, purchasing administration, or a comparable transaction-processing role.
High School Diploma or GED, associate's degree in related field is preferred
Working knowledge of invoice processing, purchase orders, vendor statements, account coding, payment terms, credits, and basic accounting controls.
Proficiency with accounting or ERP software such as QuickBooks, Sage, or a comparable platform.
Strong Microsoft Excel skills and comfort working with transaction detail, reconciliations, and financial records.
High attention to detail and accuracy while managing a high volume of invoices and competing deadlines.
Strong organization and ability to follow approval workflows, maintain documentation, and resolve exceptions independently.

Position will work Monday - Friday, day shift, and start in the 20-25/hr range depending upon experience. Opportunity for permanent hire based on performance and business needs.

Express Office: Gainesville

4400 Northwest 36th Avenue

Gainesville, FL 32606

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