The Accounting Assistant / Accounts Payable Specialist supports the accounting team by handling day-to-day accounts payable operations and general accounting tasks. This role is responsible for accurate invoice processing, vendor and employee payments, reconciliations, and documentation, while assisting with month-end close, reporting, and payroll support. The position works closely with vendors and internal teams to resolve discrepancies and ensure timely, compliant payments.This role leans toward accounting support while maintaining strong operational ownership of the full accounts payable cycle.
Key Responsibilities
Accounts Payable & Payment Processing
- Receive, review, verify, and reconcile vendor invoices for accuracy and proper approval.
- Perform three-way matching between invoices, purchase orders, and receipts.
- Code invoices to the general ledger and appropriate cost centers.
- Prepare and process vendor and employee payments, including ACH, check, and wire payments.
- Calculate and process commissions as required.
- Assist with payment runs and post-payment review.
- Set up new vendors, utility accounts, and recurring payments.
Reconciliations & Accounting Support
- Reconcile vendor accounts, credit card statements, and expense reports on a monthly basis.
- Maintain accounting ledgers and verify account transactions.
- Assist with month-end closing activities, including accruals, reconciliations, and financial reporting.
- Research discrepancies and prepare adjusting entries as needed.
Payroll & Expense Support
- Support biweekly payroll processing.
- Review and reconcile employee expense reports and ensure proper documentation is maintained.
Vendor & Internal Communication
- Manage the accounts payable inbox, responding to inquiries in a timely and professional manner.
- Work directly with vendors and internal teams to resolve invoice discrepancies or payment issues.
- Escalate issues requiring support to the Assistant Controller as appropriate.
Documentation & Compliance
- Maintain accurate, organized, and auditable AP and accounting documentation.
- Save, sort, and audit receipts and supporting documents.
- Assist with compliance requirements, including 1099 preparation and reporting.
Additional Responsibilities
- Compile basic financial, accounting, and audit-related reports as requested.
- Participate in special projects and perform other duties as assigned by the accounting team.
Skills, Knowledge, and Expertise
- Associate’s degree in Accounting or a related field, or equivalent combination of education and experience.
- 1–3 years of experience in Accounts Payable or accounting support roles (mortgage or loan industry experience preferred).
- Proficiency in QuickBooks Desktop/Enterprise.
- Experience with Loan Vision preferred.
- Strong Microsoft Excel skills, including data entry, formulas, sorting, and basic reporting.
- Experience with invoicing, billing workflows, and sales order entry.
- Strong attention to detail and ability to maintain accurate financial records.
- Ability to manage email inboxes, digital filing systems, and virtual documentation.
Benefits
- HMO on Day 1 for principal and two dependents
- Government-mandated benefits
- Performance-based Incentives
- Equipment and software provided
