ACCOUNTS PAYABLE SPECIALIST

Closet Factory, Inc.; Jacksonville (FL); On-site; USD 30,000 - 41,000; Full time

Benefits offered by this job

Full benefits package offered

Job summary

Closet Factory, Inc. is seeking an Accounts Payable Specialist to manage AP for our Jacksonville and Ft. Myers locations.

The role requires meticulous attention to detail, strong organizational skills, and the ability to independently process invoices, expense coding, receipts, and vendor payments for two entities. You'll collaborate with our bookkeeper, ensure timely payments, maintain accurate records in QuickBooks, and uphold confidentiality and internal controls in a professional office

Qualifications

• Experience in accounts payable, bookkeeping, or a similar accounting role.
• Proficiency in QuickBooks Online strongly preferred.
• Strong knowledge of invoice processing, expense coding, and accounts payable procedures.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple responsibilities and deadlines.
• Proficiency in Microsoft Excel and general office applications.
• Strong written and verbal communication skills.
• Experience supporting multiple companies or business entities is a plus.

Responsibilities

• Manage all accounts payable activities for both company locations.
• Receive, review, enter, and accurately code all vendor invoices in QuickBooks.
• Track invoice due dates and prepare payments to ensure bills are paid on time.
• Verify invoices for accuracy and resolve billing discrepancies.
• Maintain organized records of outstanding invoices, payments, and vendor accounts.
• Prepare payments for management approval and process authorized payments in accordance with company procedures.
• Collect, organize, and properly code all company receipts and expenses.
• Ensure all transactions are categorized accurately and assigned to the correct company.
• Maintain accurate and up-to-date financial records in QuickBooks.
• Follow up with employees and managers regarding missing receipts or expense documentation.

Skills

QuickBooks Online

Invoice processing

Expense coding

Organizational skills

Attention to detail

Excel

Communication skills

Independent work

Confidentiality

Multi-entity experience

Tools

Excel

QuickBooks Online

Job description

Closet Factory is seeking a highly organized, detail-oriented, and dependable Accounts Payable Specialist to join our team.

This position will be responsible for managing all accounts payable functions for both Closet Factory Jacksonville and Closet Factory Ft. Myers. The ideal candidate will have strong QuickBooks experience, excellent organizational skills, and the ability to independently manage invoices, expense coding, receipts, and vendor payments for two separate business entities.

This is an important role within our organization, requiring accuracy, accountability, confidentiality, and strong communication with management and our bookkeeper.

Key Responsibilities

Accounts Payable & Invoice Management

• Manage all accounts payable activities for both company locations.
• Receive, review, enter, and accurately code all vendor invoices in QuickBooks.
• Track invoice due dates and prepare payments to ensure bills are paid on time.
• Verify invoices for accuracy and resolve billing discrepancies.
• Maintain organized records of outstanding invoices, payments, and vendor accounts.
• Prepare payments for management approval and process authorized payments in accordance with company procedures.

Expense Tracking & QuickBooks

• Collect, organize, and properly code all company receipts and expenses.
• Ensure all transactions are categorized accurately and assigned to the correct company.
• Maintain accurate and up-to-date financial records in QuickBooks.
• Follow up with employees and managers regarding missing receipts or expense documentation.
• Assist with monthly accounting procedures and financial reporting.

Bookkeeping & Compliance

• Work directly with our bookkeeper to ensure accurate financial records.
• Assist with account reconciliations and month-end accounting activities.
• Maintain vendor records and required tax documentation, including W-9 forms.
• Support compliance with applicable IRS regulations and accounting procedures.
• Identify and communicate financial discrepancies or concerns to management.

Payment Processing & Financial Controls

• Prepare and organize vendor payments for management authorization.
• Ensure all payments receive proper approval before processing.
• Maintain accurate documentation of payment approvals and confirmations.
• Follow established company financial controls to safeguard company funds.
• Coordinate with management regarding upcoming payments and financial obligations.

Qualifications

• Previous experience in accounts payable, bookkeeping, or a similar accounting role.
• Proficiency in QuickBooks Online is strongly preferred.
• Strong knowledge of invoice processing, expense coding, and accounts payable procedures.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple responsibilities and deadlines.
• Proficiency in Microsoft Excel and general office applications.
• Strong written and verbal communication skills.
• Ability to work independently while collaborating with management and accounting professionals.
• High level of integrity, professionalism, and confidentiality.
• Experience supporting multiple companies or business entities is a plus.

What We're Looking For

We are looking for someone who takes ownership of their responsibilities and understands the importance of maintaining accurate financial records.

The successful candidate will be:

• Detail-Oriented: Committed to accuracy in every invoice, receipt, and transaction.
• Organized: Able to manage financial documentation and deadlines for two companies.
• Proactive: Identifies discrepancies and resolves issues before they become problems.
• Accountable: Takes responsibility for completing tasks accurately and on time.
• Dependable: Maintains confidentiality and consistently follows established procedures.
• Team-Oriented: Communicates effectively with management, employees, vendors, and our bookkeeper.

Compensation & Benefits

• Hourly Pay: $22.00–$30.00 per hour, based on qualifications and experience.
• Employment: Full-Time.
• Work Schedule: Monday through Friday, 8:30 AM–5:30 PM.
• Benefits: Full benefits package offered.
• Work Environment: Professional, team-oriented office environment.

Why Join Closet Factory?

Closet Factory is a locally owned and operated company specializing in custom-designed home organization solutions. With operations in Jacksonville and Ft. Myers, we are continuing to grow and strengthen our team.

We offer competitive compensation, a full benefits package, and a professional, collaborative work environment where organization, accountability, and attention to detail are valued.

This is an excellent opportunity for an experienced accounts payable professional who enjoys managing financial processes and contributing to the success of a growing organization.