Accounts Payable & QuickBooks Online

Diamond Braces; Englewood (NJ); Hybrid; USD 34,000 - 55,000; Full time

Benefits offered by this job

Health, Dental, Vision

PTO

401(k) with company match

Discounted orthodontic care

Convenient office locations

Job summary

Diamond Braces in Englewood, NJ seeks an experienced Accounts Payable professional to own the AP workflow and vendor management across multiple locations. You will clean and reorganize QuickBooks Online, manage accruals, and ensure accurate chart of accounts.

Initially in-office with a path to hybrid or remote work, you will drive a clean month-end close, monthly AP aging, and location-level expense summaries while reducing manual errors through system improvements.

Qualifications

• Minimum 3–5 years Accounts Payable experience.
• Advanced QuickBooks Online expertise required.
• Experience cleaning and reorganizing messy QBO files.
• Strong understanding of accrual accounting.
• Multi-location business experience preferred.

Responsibilities

• Own accounts payable workflow and vendor management.
• Enter, code, verify vendor bills and match to PO/approvals.
• Maintain vendor files, W-9s, and accrual-based records.
• Process weekly payment runs and reconcile accounts.
• Build standardized AP workflow documentation.

Skills

Accounts Payable

QuickBooks Online

Vendor management

Accrual accounting

W-9 documentation

Tools

QuickBooks Online

Job description

15 Engle St. Ste 204
Englewood, NJ 07631, USA

Description

We are seeking a highly disciplined Accounts Payable professional with advanced QuickBooks Online expertise. This individual will own the accounts payable workflow, vendor management, and QuickBooks cleanup and organization for a multi-location orthodontic organization.

This is not a clerical role. This is a system-building role.

The ideal candidate understands accrual accounting, vendor controls, chart of accounts structure, and financial discipline. They must be technologically strong in QuickBooks Online and capable of organizing and cleaning a complex file.

Core Responsibilities

1. Accounts Payable Ownership

Enter, code, and verify vendor bills accurately.

Match invoices to purchase orders and approvals.

Maintain organized vendor files and W-9 documentation.

Schedule and process weekly payment runs.

Monitor duplicate bills and prevent overpayments.

QuickBooks Online Management

Clean and reorganize existing QuickBooks Online file.

Merge duplicate vendors and accounts properly.

Maintain accurate chart of accounts structure.

Ensure proper class and location tracking by office.

Maintain accrual-based accounting integrity.

Reconcile credit cards and bank accounts monthly.

Identify misclassified transactions and correct them.

Assist in building a clean month-end close process.

Prepare monthly AP aging reports.

Track outstanding liabilities.

Support month-end close checklist.

Assist in preparing location-level expense summaries.

Workflow Discipline

Build standardized AP workflow documentation.

Create clear approval routing structure.

Implement bill submission deadlines.

Maintain payment calendar.

Reduce manual errors through system improvements.

Required Qualifications

Minimum 3-5 years Accounts Payable experience.

Advanced QuickBooks Online experience (required, not optional).

Experience cleaning and reorganizing messy QBO files.

Strong understanding of accrual accounting.

Experience in multi-location businesses preferred.

Highly detail-oriented and organized.

Able to work in-office initially.

Key Performance Metrics (Measured Monthly)

100% vendor bills entered within 48 hours of receipt.

All bank and credit cards reconciled by the 10th of each month.

Month-end close participation completed on schedule.

• Health, Dental, and Vision
• PTO
• 401(k) with company match
• Discounted orthodontic care for you and your family
• Convenient office locations

Salary is UP to 80K annually based on prior experiences Could be fully remote position

Job Type: Full-time

Pay Rate: $25-$40 per hour based on skills and experience.

Job Location: hybrid or remote

Equal Opportunity Employer
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