Accounts Payable Specialist

AB Facility Services; Florham Park (NJ); On-site; USD 55,000 - 75,000; Full time

Job summary

AB Facility Services is seeking an Accounts Payable Specialist to manage day-to-day AP tasks, including vendor and contractor invoices, Ramp transactions, and reconciliations. You will ensure accurate coding, approvals, and timely payments while maintaining organized electronic records.

Ideal candidates have 3+ years of accounts payable experience, strong Excel skills, and the ability to handle high invoice volumes with precision and professionalism in a fast-paced environment.

Qualifications

• 3+ years of accounts payable or accounting experience.
• Experience processing vendor invoices and payments.
• Experience with Ramp or similar corporate card/expense platform preferred.
• Experience with Sage 300 or equivalent accounting software.
• Strong Excel skills and attention to detail.

Responsibilities

• Process and maintain vendor and contractor invoices from receipt through payment.
• Review invoices for accuracy, appropriate coding, approvals, and supporting documentation.
• Manage Ramp transactions, including receipts, coding, approvals, and outstanding transactions.
• Monitor company card activity and follow up on missing receipts or documentation.
• Enter and maintain AP transactions within the accounting system.
• Assist with weekly payment processing and ensure invoices are paid on terms.
• Reconcile vendor statements and research outstanding or disputed balances.
• Communicate with vendors and contractors regarding invoices and payment status.
• Identify discrepancies and resolve issues efficiently.

Skills

Attention to detail

Organizational skills

Communication skills

Excel proficiency

High-volume invoicing

Vendor communication

Tools

Ramp

Sage 300

Excel

Job description

About Us

AB Facility Services is a trusted facility solutions partner delivering integrated maintenance and building support services helping organizations create and maintain safe, efficient, high-performing, and welcoming environments.

Position Summary

The Accounts Payable Specialist will be responsible for the day-to-day management of the Company's accounts payable functions, including vendor invoices, contractor invoices, Ramp transactions, expense documentation, payment processing, and account reconciliations.

Key Responsibilities

• Process and maintain vendor and contractor invoices from receipt through payment.
• Review invoices for accuracy, appropriate coding, approvals, and supporting documentation.
• Manage and reconcile Ramp transactions, including receipts, coding, approvals, and outstanding transactions.
• Monitor company card activity and follow up on missing receipts or documentation.
• Maintain accurate vendor records and assist with vendor onboarding and updates.
• Process contractor invoices and verify required supporting documentation before payment.
• Match invoices to purchase orders, contracts, work orders, or other supporting documentation when applicable.
• Enter and maintain AP transactions within the accounting system.
• Assist with weekly payment processing and ensure invoices are paid according to established terms.
• Reconcile vendor statements and research outstanding or disputed balances.
• Communicate with vendors and contractors regarding invoices, payment status, discrepancies, and account questions.
• Identify duplicate invoices, incorrect charges, missing approvals, and other AP discrepancies.
• Maintain organized electronic AP records and supporting documentation.
• Assist with month-end close activities, including AP reconciliations and accrual support.
• Prepare AP reports and provide information to management and Accounting as needed.
• Support the Controller and accounting team with special projects and process improvements.
• Maintain confidentiality of financial and company information.

Qualifications

• 3+ years of accounts payable or accounting experience.
• Experience processing vendor invoices and payments.
• Experience with
  Ramp or a similar corporate card/expense management platform preferred.
• Experience with accounting software; Sage 300 experience is a plus.
• Strong Excel skills, including spreadsheets, lookups, and basic reconciliations.
• Strong attention to detail and organizational skills.
• Ability to manage a high volume of invoices and transactions while meeting deadlines.
• Strong written and verbal communication skills.
• Ability to independently follow up with vendors, contractors, and internal departments.
• Ability to identify discrepancies and resolve issues efficiently.
• High level of accuracy, accountability, and professionalism.