Accounts Payable Specialist

Job Summary of the Accounts Payable Specialist

The Accounts Payable Specialist is responsible for creating Purchase Order (PO) and invoice matching process for non-inventory services and non-inventory goods using AvidXchange, ensuring that invoices and receipts are accurately matched to POs, coded correctly and approved per department workflows. This role involves high volume processing of invoices and resolving discrepancies in accordance with company policy. The ideal candidate has strong attention to detail, excellent organizational skills, and experience with automated AP systems. 

Requirements of the Accounts Payable Specialist

• 2‑4 years of experience in Accounts Payable and Invoice/ Purchase Order matching process. 
• Understanding of accounting principles and practices as it relates to Accounts Payable. 
• Understanding of purchase orders, receipts / receiving processes. 
• Experience using AvidXchange or similar AP automation software: PO matching (2‑way / 3‑way) and workflow routing a plus. 
• Strong understanding of approval workflows, departmental changes, spend approval and SOX controls relating to AP. 
• Strong organizational, communication, attention to detail, accuracy in data entry, with ability to spot discrepancies. 
• Familiarity with GL coding, cost centers, vendor terms. 
• Knowledge of tax compliance (e.g. 1099) and vendor management. 
• Good communication skills for working with internal stakeholders (workflow teams, purchasing and managers) and external vendors. 
• Understanding of compliance, audit requirements for vendor payments. 
• Ability to prioritize and manage multiple incoming communication channels (i.e. Multiple email inboxes and Teams channels) 
• High School Diploma or equivalent required 
• Bachelor’s degree in Accounting, Finance, or a related field a plus 

Responsibilities of the Accounts Payable Specialist

The specific duties of the Accounts Payable Specialist include but are not limited to:

• Create and issue purchase orders (POs) in AvidXchange based on approved requisitions or departments requests. 
• Match invoices to purchase orders: 2‑way matching: invoice and PO; 3‑way matching: invoice, PO, and goods/services receipt in the system. 
• Verify that PO details (line items, quantities, unit prices) align with invoice. Raise exceptions/discrepancies when mismatches occur. 
• Coordinate with departments workflows within the company to resolve mismatches (e.g., missing receipt, wrong quantity, wrong pricing). 
• Route Purchase Orders and invoices for approval based on predefined workflows; ensure appropriate electronic approvals are obtained. 
• Apply correct general ledger (GL) coding: account codes, cost centers and CAR project codes.  
• Maintain and update open POs to reflect changes or cancellations. 
• Assist with new vendor onboarding: ensuring proper vendor setup, W‑9, and payment preferences. 
• Maintain communications with departments by answering questions, following up on outstanding issues (e.g., blanket POs, one time PO, partial shipments, etc.). 
• Maintain an understanding of department projects specific needs to create POs accordingly and match invoices. 
• Understand and manage department-specific workflows (e.g., Operations, facilities, IT, etc.) and ensure compliance within each department. 
• Reconcile vendor statements and resolve outstanding balances or discrepancies. 
• Escalate items to Senior AP or Manager if there is any problem or question. 
• Assist in Month End and Year End closing by reconciling accounts payable records. 
• Assist with annual 1099 reporting 

Location

111 West Oak Ave., Tampa, FL  33602

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Benefits/Compensation