Accounting Specialist

This is a fully remote position, open to applicants in New York.

📋 Description

• Process a significant volume of vendor invoices using a three-way match (purchase order, receipt, and invoice) to guarantee accuracy and completeness.

• Review, code, and post invoices to the corresponding general ledger accounts and cost centers as per the chart of accounts.

• Prepare and carry out weekly check runs, ACH payments, and wire transfers in alignment with payment terms and cash flow objectives.

• Maintain the vendor master file, which includes setting up new vendors, updating banking information, and collecting W-9 forms for 1099 compliance.

• Reconcile vendor statements and promptly resolve discrepancies, short payments, and disputed invoices.

• Monitor the AP aging report and communicate with vendors regarding payment status and scheduling.

• Process employee expense reimbursements using Navan expense management software, ensuring adherence to policy.

• Reconcile operating accounts on a monthly basis.

• Assist with month-end close procedures, including accruals for unprocessed invoices, prepaid amortization schedules, and AP sub-ledger reconciliation.

• Prepare and distribute the weekly accounts payable aging and cash disbursement reports for management review.

• Support the preparation of 1099-MISC and 1099-NEC filings in accordance with IRS reporting deadlines.

• Assist in balance sheet account reconciliations related to accounts payable and accrued liabilities.

• Ensure all disbursements adhere to company policies, approval thresholds, and segregation of duties requirements.

• Identify and escalate potential duplicate payments, fraudulent invoices, or policy violations to the Controller.

• Maintain organized and audit-ready documentation for all transactions in compliance with the company's records retention policy.

• Assist with internal and external audit requests by providing transaction documentation and account analyses.

• Identify opportunities to enhance the invoice intake, approval workflow, and payment disbursement processes.

• Collaborate with Operations and department heads to resolve purchase order discrepancies and coding inquiries.

• Participate in system upgrades, ERP migrations, or automation initiatives related to accounts payable functions.

• Cross-train on other accounting functions to support the team during peak times or staff absences.

⛳️ Requirements

• Associate's degree in Accounting, Finance, or Business Administration is required.

• A Bachelor's degree in Accounting or Finance is strongly preferred.

• A minimum of 2–4 years of practical experience in accounts payable or general accounting is necessary.

• Experience with high-volume invoice processing in a mid-to-large organization is preferred.

• Prior experience with 1099 preparation, sales/use tax, and multi-entity environments is a plus.

• Proficiency in ERP systems such as NetSuite, SAP, Oracle, Microsoft Dynamics, or similar platforms is required.

• Advanced skills in Microsoft Excel (including VLOOKUP, pivot tables, SUMIF, and conditional formatting) are necessary.

• Experience with AP automation or invoice management tools (e.g., Bill.com, Tipalti, Coupa, or Concur) is a plus.

• A solid understanding of GAAP, the matching principle, and accrual-basis accounting is expected.

🏝️ Benefits

• Healthcare: Medical, dental, and vision coverage for you and your dependents, along with on-demand healthcare concierge services.

• HSA, FSA & DCFSA: Pre-tax savings options for healthcare and dependent care, with monthly employer contributions to HSA (if enrolled in a high-deductible plan).

• Coverage & Protection: 100% paid short- and long-term disability, plus life and AD&D insurance.

• Flexible Time Off: Enjoy a flexible vacation policy that allows you to take the time you need to recharge.

• Parental Leave: Paid parental leave to bond with your newborn, adopted, or foster child (available after 6 months of employment).

• Your Work, Your Way: If you’re near an office, we encourage you to spend some time in-person to collaborate. If not, remote work is always an option.

• Home Office Setup: We’ll provide the equipment you need to create a comfortable workspace at home.

• 401(k): Save for your future with tax advantages, including a company match!