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Beacon Hill Financial has partnered with an Annapolis-based client in the search for an AP Specialist to join their team. This role will report directly to the Controller and will be responsible for the full cycle invoicing process. Prior experience with the software Acumatica is necessary for success in this role. Additionally, candidates with experience in either the construction or manufacturing industries are highly encouraged to apply. This is a fully onsite position that necessitates 5 days of onsite work at their Annapolis HQ. If interested, please don't hesitate to apply with your most up-to-date resume!

Job Responsibilities

• Process weekly check runs and ensure timely vendor payments.

• Review open AP vouchers and warehouse bills to confirm accuracy before disbursement.

• Receive, analyze, and record vendor invoices for merchandise and expenses in accordance with terms.

• Confirm labor and custom order invoices have required approvals before processing.

• Code invoices accurately to the correct department and general ledger accounts.

• Investigate and resolve discrepancies related to purchase orders, contracts, invoices, or payments.

• Reconcile vendor statements and internal reports, correcting errors or inconsistencies as needed.

• Prepare and process monthly corporate credit card reconciliations.

• Monitor the "received not invoiced" report bi-weekly and validate outstanding items.

• Support inventory management by assisting with cycle counts.

• Establish new vendors by completing setup, assigning GL accounts, and managing credit applications when necessary.

• Collect and maintain vendor documentation, including W-9s, certificates of insurance, and workers' compensation records.

• Issue resale tax certificates to vendors when requested.

• Conduct vendor and expense budget variance analyses at the request of the CEO.

• Deliver ad hoc vendor reporting and analysis as assigned by leadership.

• Manage AP mailbox daily to ensure prompt attention to invoices and inquiries.

• Organize weekly filing and electronic document management for AP records.

• Provide phone coverage during breaks and prepare staff phone schedules as needed.

• Oversee the SUV schedule and coordinate usage when required.

• Proactively address issues and implement solutions in a timely manner.

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