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

Job Summary:

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.