Accounts Payable Specialist

We are looking for an Accounts Payable Specialist to join a machinery manufacturing organization in Odessa, Florida on a contract basis with the potential for a permanent position. This position supports the day-to-day accounts payable function by ensuring invoices, vendor records, and payment activity are handled accurately and on schedule. The ideal candidate brings strong attention to detail, sound judgment when resolving discrepancies, and the ability to work effectively across accounting and operations in a fast-paced environment.

Responsibilities:

• Establish and maintain vendor profiles, ensuring supplier records remain accurate, current, and properly documented.
• Review invoices for accuracy, assign the appropriate account coding, and enter payable transactions in alignment with internal procedures.
• Investigate and resolve mismatches involving purchase orders, invoices, receipts, and payment records to support accurate financial processing.
• Reconcile vendor statements and payable balances, identifying discrepancies and following through to timely resolution.
• Process payments through checks and electronic methods such as ACH while maintaining accuracy and meeting scheduled deadlines.
• Support inventory-related invoice controls by applying three-way matching between purchase orders, receiving documents, and supplier invoices.
• Assist with month-end close activities, including payable reconciliations, reporting support, and review of received-not-invoiced items.
• Contribute to year-end compliance tasks by helping prepare 1099-related information and maintaining confidentiality of financial data.
• Communicate professionally with suppliers and internal teams regarding payment status, documentation needs, and account questions.
• Provide backup support for related administrative or office functions as business needs require.
• High school diploma required; an associate or bachelor’s degree in accounting, finance, or a related field is preferred.
• 3–5 years of accounts payable or closely related accounting experience, ideally within a manufacturing or distribution environment.
• Working knowledge of accounts payable processes, invoice coding, account classifications, and standard accounting practices.
• Experience with vendor management, approved invoice processing, check runs, ACH payments, and account reconciliations.
• Familiarity with three-way matching and resolving discrepancies tied to purchase orders, receipts, and invoices.
• Proficiency with accounting software and Microsoft Office, with strong Excel skills including formulas; VBA exposure is a plus.
• Strong written and verbal communication skills with the ability to follow documented procedures and maintain organized records.