Accounts Payable Specialist for a Luxury Real Estate Marketing Company

Job Summary:

The Accounts Payable Specialist will own and manage the company’s accounts payable processes, corporate card expenses, and employee expense reimbursements. Reporting to the Senior Accountant, you’ll be responsible for ensuring timely and accurate processing of payments, maintaining vendor relationships, and enforcing compliance with company policies.

Key Responsibilities:

● Accounts Payable (AP) Processing

• Manage the full AP cycle, including invoice coding, entry, approval routing, and payment processing.
• Ensure invoices are properly approved and processed for timely payment.
• Manage vendor relationships, resolve inquiries, and handle any discrepancies in a professional manner.
• Perform monthly reconciliations of AP accounts and maintain accurate records.

● Corporate Card Management

• Review and reconcile corporate card expenses, ensuring compliance with company policies.
• Work with cardholders to resolve issues and ensure timely submission of supporting documentation.
• Monitor and report on corporate card usage and spending trends to improve expense visibility and control.

● Employee Expense Reimbursement

• Oversee employee expense submissions and reimbursement processing in accordance with the company’s policies.
• Review expense reports for accuracy and completeness, flagging any inconsistencies.
• Educate employees on proper expense reporting procedures to foster a culture of compliance and transparency.

● Process Improvement & Compliance

• Develop and document AP and expense policies, procedures, and best practices.
• Identify opportunities for process improvements and automation to streamline workflows and enhance controls.
• Ensure compliance with accounting standards, internal policies, and regulatory requirements.

● Reporting & Analytics

• Prepare monthly AP aging reports, corporate card summaries, and expense reimbursement reports for management review.
• Track key metrics, such as average payment cycle times and policy compliance rates, to ensure efficient AP and expense operations.

Requirements:

● Bachelor’s degree in Accounting, Finance, Business, or a related field preferred.

● 3+ years of experience in accounts payable or a similar role, ideally in a fast-paced environment.

● Strong understanding of accounting principles and AP best practices.

● Proficiency with accounting software (e.g., QuickBooks, NetSuite, or similar), along with experience in expense management tools (e.g. Ramp).

● High attention to detail, strong organizational skills, and ability to manage multiple priorities.

● Excellent communication skills and ability to work effectively with internal and external stakeholders.

Preferred Qualifications:

● Experience with corporate card management and employee expense reimbursements.

● Familiarity with automation tools and a continuous improvement mindset.

● Ability to work independently and take ownership of the AP function in a growing organization.