Accounts Payable Coordinator

Mary Square, LLC; Apex (NC); On-site; USD 42,000 - 55,000; Full time

Job summary

Mary Square, LLC is seeking an Accounts Payable specialist to manage vouchers, invoices, and payments. You will maintain vendor records, ensure compliance, and assist with year-end filings as part of a hands-on finance team.

The role reports to the Controller and requires accuracy, organization, and the ability to work across departments in a fast-paced environment.

Qualifications

• Associate or bachelor’s degree in accounting
• 2–5 years of experience in accounts payable
• Strong Excel skills including VLOOKUP and pivot tables
• Excellent communication and detail-oriented

Responsibilities

• Enter vouchers and invoices into the accounts payable system.
• Process outgoing payments per policies and procedures.
• Maintain vendor records and collect W-9s for year-end filings.
• Prepare monthly A/P reports and reconcile ledgers.
• Verify tax data and assist with 1099 filings.
• Support inventory payment processing and PO management.

Skills

Excel proficiency

Data analysis

VLOOKUP

Pivot tables

Education

Associate or bachelor’s degree in accounting

Tools

A/P software

Job description

Mary Square is a women-owned lifestyle and apparel brand inspiring women to live their yes. We offer apparel, statement jewelry, and meaningful gifts designed to uplift and connect. With bold original artwork and a passion for quality, we proudly serve over 4,000 boutiques across the U.S.

About the Position

This person must be a self-starter, high energy individual with attention to detail and must be comfortable working in a fast-paced constantly changing environment and wearing multiple hats.The position reports to the Controller.

As a key member of the organization, this position will work cross-functionally. The role is expected to be hands-on. We are searching for a candidate that will maintain and improve processes to ensure that reporting is accurate, and appropriate controls are in place and adhered to.

Job Responsibilities:

Manage accounts payable

• Enter all vouchers and invoices into the A/P system.
• Process outgoing payments in compliance with financial policies and procedures.
• Manage new vendor and supplier entry and collect W-9s to support year-end filings.
• Light A/P related bookkeeping and recording for external entities.
• Prepare monthly A/P reports.
• Reconcile the A/P ledger.
• Verify and investigate discrepancies and reconcile vendor statements.

Expense management

• Reconcile credit card purchases and obtain proper approvals and receipts.
• Enter credit card charges into the A/P subledger by specific vendor .
• Code expenses to specific cost centers / departments as needed.
• Clarify any questionable invoice items, price discrepancies, or approvals.
• Manage office supplies and related purchases.

Bank Activity management

• Review daily bank activity – entering all auto draft transactions into the A/P system.
• Collect mail daily and send checks to A/R.
• Deposit and Scan checks .

Regulatory Compliance

• Verify sales tax data and filings with third party processor (Avalara) for each state.
• Royalty reporting.
• Annual 1099 filing & W-9 archive activities.

Inventory Payment processing

• Perform a three-way match of invoices to ensure accurate and timely payment.
• Reconcile foreign payments and wire requests.
• Reconcile shipments received to prepayments.
• Monitor and modify Purchase Orders (PO) to reflect any changes made after a PO is entered (ex: pricing, additional charges, etc.).

What We’d Like to See in You:

• Proficiency in Excel, understanding data, VLOOKUP, and pivot tables.
• Associate or bachelor’s degree in accounting and/or 2-5 years of experience in A/P roles
• Big picture mentality and ability to manage towards business growth.
• Familiarity with the financial processes and internal controls
• Creative thinking to suggest process improvements, including automation of processes.
• Well organized, strong attention to detail, ability to prioritize and meet deadlines.
• Excellent communicator, strong interpersonal and analytical skills
• Proficiency in Microsoft Suite products (Excel, etc.)