AP Specialist (Hospitality)

Position Overview

A growing multi-location hospitality organization is seeking a reliable and detail-oriented Accounts Payable Specialist to join its accounting team. This role is responsible for managing the full accounts payable process, ensuring vendor invoices and payments are processed accurately, expenses are properly recorded, and financial records remain organized and audit-ready.

The ideal candidate is highly organized, able to thrive in a fast-paced environment, and experienced handling large volumes of invoices across multiple business units or locations.

Key Responsibilities

• Process vendor invoices, credit memos, employee reimbursements, and payment requests accurately and timely.
• Review invoices for proper approvals, supporting documentation, coding, pricing, quantities, and payment terms.
• Allocate expenses across multiple locations, departments, and business entities.
• Manage accounts payable workflows from invoice receipt through payment and record retention.
• Prepare and assist with weekly payment processing, including checks, ACH transactions, and electronic payments.
• Reconcile vendor statements and research outstanding balances, discrepancies, credits, and duplicate charges.
• Communicate with vendors regarding payment status, account balances, and documentation needs.
• Partner with operational and corporate teams to obtain approvals and resolve invoice or coding issues.
• Maintain accurate electronic records and supporting documentation for audit and compliance purposes.
• Assist with month-end close activities, including accruals, AP reconciliations, and expense cutoffs.
• Monitor aging reports and help resolve overdue balances, unapplied credits, and outstanding items.
• Support year-end reporting requirements, including vendor maintenance and tax-related documentation.
• Ensure vendor records, payment terms, tax forms, and banking information remain current and accurate.
• Follow internal controls related to vendor setup and payment processing.
• Identify opportunities to improve AP procedures, efficiency, and internal controls.
• Provide support for audits, reporting requests, and special accounting projects.
• Perform additional accounting and administrative duties as needed.

Qualifications

• 2+ years of accounts payable, bookkeeping, or accounting experience.
• Experience with accounting, ERP, or invoice-management systems preferred; experience with Sage Intacct is strongly preferred.
• Experience processing high-volume invoices in a multi-location or multi-entity environment preferred.
• Background in hospitality, retail, franchise, food service, or other multi-unit operations is a plus.
• Knowledge of accounts payable processes, general ledger coding, accrual accounting, and month-end close procedures.
• Strong attention to detail with the ability to identify and resolve discrepancies.
• Proficiency in Microsoft Excel, including sorting, filtering, formulas, and reconciliations.
• Strong organizational, prioritization, and time-management skills.
• Effective written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive financial information.
• Dependable, proactive, and able to follow through on assigned responsibilities.
• Associate’s or Bachelor’s degree in Accounting, Finance, Business, or a related field preferred but not required.