Accounts Payable Specialist

Guardian Access Solutions; Nashville (TN); On-site; USD 45,000 - 65,000; Full time

Job summary

Guardian Access Solutions seeks an Accounts Payable Specialist to support our AP functions, processing invoices, reconciling statements, and ensuring timely vendor payments. The role emphasizes strong vendor relations, GAAP compliance, and reliable recordkeeping within the Accounting Department.

The ideal candidate will manage payment scheduling, investigate discrepancies with vendors, and collaborate with sales and customer service to streamline processes.

Qualifications

• 2+ years of progressive experience in Accounts Payable or similar role.
• Experience in high-volume, multi-entity environments; construction experience preferred.
• Proficiency with ERP, AP automation tools, and accounting software.

Responsibilities

• Review and verify accuracy of vendor invoices and supporting documentation.
• Verify authorization and coding for all invoices; match with POs and receiving docs.
• Enter invoices into accounting system for payment processing; schedule and process payments (checks, EFT, ACH).
• Monitor payment schedules to avoid late fees and ensure timely disbursements.
• Reconcile vendor statements and resolve outstanding balances or discrepancies.

Skills

Accounts Payable

Excel pivot tables

Vendor relations

GAAP knowledge

Multi-entity experience

Data analysis

Communication

Time management

Education

High School Diploma

Bachelor's degree in Accounting/Finance

Tools

Sage 100 Contractor

ERP software

AP automation tools

Job description

The Accounts Payable Specialist will support the company's accounts payable functions, including processing invoices, reconciling statements, and ensuring timely payments to vendors. This is an important role within the Accounting Department that is essential in maintaining accurate financial records, optimizing cash flow, and building strong relationships with vendors.

A key function of this position is payment management with a focus on scheduling and processing payments, monitoring payment schedules to avoid late fees, and addressing and resolving payment discrepancies or other payment issues with vendors. You will be instrumental in monitoring vendor accounts to reconcile statements, investigate and resolve outstanding balances or discrepancies while maintaining details records of transactions and reconciliations in Sage 100 Contractor as well as by providing routine updates to leadership. This role requires strong intercompany collaboration, such as with sales and customer service, to resolve issues and streamline processes.

To be effective, you will need excellent analytical skills and the ability to analyze financial data and identify issues. Constructive, clear, and concise verbal and written communication skills are necessary for interacting with customers and internal teams. Maintaining organization of multiple priorities, customers, and projects is essential. Creative problem-solving with the ability to resolve customer issues and billing discrepancies is required. A background in accounting, finance, or a similar role with proficiency in accounting related software is required.

Essential Job Functions

• Review and verify the accuracy and completeness of vendor invoices and supporting documentation
• Verify appropriate authorization and coding for all invoices
• Match invoices with purchase orders and receiving documents
• Enter invoices into the accounting system for payment processing
• Schedule and process payments, including checks, electronic transfers and ACH
• Monitor payment schedules to ensure timely disbursements and avoid late fees
• Address and resolve payment discrepancies and issues with vendors
• Ensure all payment and AP procedures adhere to internal controls, accounting principles (GAAP), and relevant financial regulations
• Support and coordinate month-end and year-end close activities related to accounts payable, reconciliations, and accruals
• Reconcile vendor statements to ensure accounts are accurate and up to date
• Investigate and resolve outstanding balances or discrepancies
• Maintain organized records of invoices, payments and other accounts payable documentation
• Assist with audit preparation by providing required documentation and explanations
• Regular and punctual attendance at work
• Adherence to safety guidelines and policies
• Other job-related duties as assigned

Qualifications

• 2+ years of progressive experience in Accounts Payable with a focus on commercial accounts
• Experience in high volume, multi-entity environment with construction experience preferred
• Proficiency with ERP, AP automation tools, and accounting software
• Strong Microsoft Excel skills including pivot tables, VLOOKUPS, and complex formulas
• Demonstrates a high level of organization and reliability, ensuring tasks are completed accurately and prior to deadlines
• Exhibits strong multi-step thinking abilities, effectively analyzing, and solving complex problems
• Manages time efficiently, prioritizing tasks to meet deadlines and maintain productivity
• Possesses strong communication skills, facilitating clear and effective exchanges of information
• Upholds discretion and confidentiality, handling sensitive information with the utmost care
• Works effectively as part of a team, contributing to a collaborative and supportive work environment
• As a condition of employment, employer will conduct a background check and drug screen prior to hire
• Ability to understand, speak, and write English
• High School Diploma required; Bachelor’s degree in Accounting, Finance, or related field preferred

This is an on-site role located at the company's headquarters in Nashville, TN.

GUARDIAN ACCESS SOLUTIONS WILL NOT SPONSOR APPLICANTS FOR WORK VISAS FOR THIS ROLE.

This job description is not intended to be a comprehensive list of duties or standards of the position. Additional tasks may be assigned and the scope of the job may change as necessitated by business demands. Applicants are advised that false statements or omission of information on any application materials may be grounds for non-selection, withdrawal of an offer of employment, or dismissal after being employed. Guardian Access Solutions provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.