Accounts Payable Specialist (Quickbooks) | Work from Home - Night Shift

The Accounting Associate 2 is responsible for supporting accounts payable operations and bookkeeping activities by maintaining accurate financial records, processing vendor invoices, reconciling accounts, and assisting with month-end close activities. The role ensures timely and accurate recording of financial transactions, proper documentation of vendor records, and reliable accounting data within QuickBooks Online.

Job Description

• Enter and code vendor invoices in QuickBooks Online with accurate expense categories and vendor information.
• Review invoices against purchase orders and received goods to ensure accuracy before payment processing.
• Identify invoice discrepancies, duplicate charges, or unfamiliar vendors and coordinate resolution.
• Prepare accounts payable aging reports and maintain accurate vendor payment records.
• Prepare payment runs for management approval while ensuring invoices are processed within established timelines.
• Reconcile vendor statements and resolve outstanding discrepancies directly with vendors.
• Maintain organized vendor files and supporting documentation.
• Perform daily bookkeeping activities and maintain accurate financial records.
• Reconcile bank accounts and credit card accounts monthly.
• Prepare reconciliation reports and supporting documentation for review.
• Investigate discrepancies and ensure transactions are properly recorded.
• Maintain accurate account balances and financial records within QuickBooks Online.
• Support month-end close activities by completing assigned accounting tasks.
• Prepare summaries of outstanding balances, payments, and unresolved discrepancies.
• Assist in maintaining accurate financial records required for reporting purposes.
• Ensure accounting documentation is complete, organized, and updated.
• Maintain vendor records, including W-9 documentation and required tax forms.
• Prepare 1099-NEC forms as required.
• Maintain written accounting procedures and update documentation as processes evolve.
• Follow established accounting policies, procedures, and internal controls.

Qualifications

• Has working knowledge of QuickBooks Online, including bank feeds, reconciliations, vendor management, and report generation.
• Experience with credit card reconciliations
• Experience reconciling multiple bank and credit card accounts every month, with reconciliation reports delivered to the client.
• Experience managing vendor invoices, reconciliations, and bookkeeping activities.
• Experience performing bank and credit card reconciliations.
• Experience preparing 1099-NEC forms and maintaining W-9 vendor files.
• Weekly reports and vendor correspondence are written deliverables of this role.
• Proven ability to organize and prioritize multiple accounting tasks.
• Proven ability to work independently while following established procedures.
• Demonstrates strong attention to detail and accuracy.
• Demonstrates strong problem-solving skills when resolving discrepancies.
• Clear and coherent both written and verbal communication skills in English.

Screening Criteria

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• Minimum of three (3) years of accounts payable and full-charge bookkeeping experience.
• Experience managing vendor invoices, reconciliations, and bookkeeping activities.
• Experience in QuickBooks Online.
• Experience in Microsoft Excel.
• Must have stable employment history.