Accounts Payable Specialist
Reports to: Accounting Manager
Status: Regular, Full-Time, Part-Time, Non-Exempt, Exempt
Location: Remote, Hybrid, Onsite
POSITION SUMMARY
The Accounts Payable Specialist provides day-to-day support to the Accounting team with a strong focus on accuracy, efficiency, and timely processing of financial transactions. The ideal candidate demonstrates critical thinking and sound judgment, effectively manages competing priorities, maintains exceptional attention to detail, and is committed to producing accurate, high-quality work. Strong verbal and written communication skills, adaptability, and dependability are essential for success in this role. The Accounts Payable Specialist reports directly to the Accounting Manager and works under the oversight of the Controller.
ABOUT FIT SOLUTIONS
FIT Solutions is an innovative national IT Services firm, and we are growing every day. We are focused on creating a culture of elite raving fans for our employees that solves business problems for our clients. We are on a mission to impact the lives touched by technology. We teach and promote individuals to set and achieve their personal, professional, and financial goals through the work we do together. Measuring results against best-in-class businesses, we are focused on hitting targets. We are a humble and adaptable group of people who continue to train, and role play daily in pursuit of our goals. We are a great fit for team members that are aligned and thrive in a fast-paced, results driven environment.
PRIMARY OBJECTIVES
- Ensure assigned monthly financial close activities are completed accurately and on time to support the monthly close by the 13th of each month.
- Enter all vendor bills and credit card transactions into QuickBooks within the first seven business days of each month while maintaining a minimum 90% accuracy rate.
- Manage Accounts Payable to maintain invoices aged over 30 days at less than 12% of total outstanding Accounts Payable.
- Proactively identify, investigate, and follow up on cost-saving opportunities, vendor discrepancies, and billing errors to improve financial accuracy and operational efficiency.
SECONDARY OBJECTIVES
- Process daily bank feeds in QuickBooks Online and research and resolve any discrepancies.
- Enter vendor bills into QuickBooks Online daily to support timely and accurate weekly vendor payments.
- Sync procurement purchase orders from ConnectWise to QuickBooks and reconcile invoices between both systems.
- Perform daily reconciliations of bank accounts and company credit cards, resolving discrepancies promptly.
- Process employee and subcontractor travel and expense reimbursements in accordance with company policy.
- Accurately code and enter vendor invoices into QuickBooks Online using the appropriate general ledger accounts.
- Enter procurement vendor invoices into both ConnectWise and QuickBooks, ensuring consistency between systems.
- Collect, maintain, and organize all supporting documentation related to Accounts Payable transactions.
- Obtain required approvals for all invoices prior to payment in accordance with company approval policies.
- Communicate professionally with vendors to resolve invoice discrepancies, payment inquiries, and account issues.
- Prepare vendor payment batches for review and approval by the Accounting Manager or Controller.
- Ensure all vendor invoices are received, recorded, or appropriately accrued during the month-end close process.
- Maintain subcontractor records and assist with annual 1099 preparation and reporting.
- Maintain and provide resale tax certificates to vendors as needed.
- Record and organize employee reimbursement requests in ConnectWise, QuickBooks, and the payroll system for approval and processing.
- Maintain compliance with company policies, accounting procedures, internal controls, and Generally Accepted Accounting Principles (GAAP).
- Perform other duties and special projects as assigned in support of the Accounting Manager and Controller.
COMPETENCIES
- Proficiency in QuickBooks Online or comparable accounting software.
- Advanced working knowledge of Microsoft Office 365, including Excel, Word, Outlook, and SharePoint.
- Experience using ConnectWise or a similar Professional Services Automation (PSA) platform preferred.
- Familiarity with electronic time tracking systems and expense management tools.
- Strong data entry skills with exceptional attention to detail and accuracy.
- Ability to reconcile accounts, identify discrepancies, and resolve issues efficiently.
- Excellent organizational and time management skills with the ability to prioritize competing deadlines.
- Strong analytical, problem-solving, and critical thinking skills.
- Effective verbal and written communication skills with a customer service mindset.
EDUCATION AND EXPERIENCE
- Associate's degree in Accounting, Finance, Business Administration, or a related field preferred; equivalent work experience may be considered.
- Minimum of 2–3 years of experience in Accounts Payable; experience with Accounts Receivable or collections is a plus.
- Working knowledge of Generally Accepted Accounting Principles (GAAP) and accrual-based accounting.
- Experience with accounting software (QuickBooks or similar ERP/accounting system) and proficiency in Microsoft Excel.
- Demonstrated ability to thrive in a fast-paced, deadline-driven environment while managing multiple priorities.
- Strong organizational skills with the ability to prioritize tasks and maintain accuracy under tight deadlines.
- Exceptional attention to detail, analytical thinking, and problem-solving abilities.
- Ability to gather, analyze, and interpret financial data with a high degree of accuracy.
- Excellent verbal and written communication skills with a customer service-oriented approach.
- High level of professionalism, integrity, and discretion when handling confidential financial information.
- Self-motivated with the ability to work independently while contributing effectively as a collaborative team member.
PHYSICAL REQUIREMENTS
- Ability to spend prolonged periods of time standing, speaking, walking, driving, and/or sitting
- Requires ability to occasionally lift up to 25lbs
- Reasonable accommodation may be made to enable individuals with disabilities to perform the essential requirements.
AAP/EEO Statement
FIT Solutions is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We will not tolerate discrimination or harassment based on any of these characteristics.
Disclaimer
The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the employee from time to time; or the scope of the job may change as necessitated by business demands.
