Accounts Payable Specialist

Malone Souliers; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

Malone Souliers, a luxury fashion brand, is hiring an Accounts Payable Specialist for an on-site role in New York, NY. The role handles day-to-day AP tasks, vendor invoicing, PO matching, and payments while ensuring accurate records and strong internal controls. Collaboration with multiple departments will be essential.

The ideal candidate has 2–5 years in AP or finance support, is proficient in NetSuite and Excel, and can manage high volumes with accuracy, supporting month-end close and audits.

Qualifications

• 2–5 years of Accounts Payable or Finance Assistant experience.
• Strong understanding of AP processes and financial controls.

Responsibilities

• Process and verify supplier invoices with approvals.
• Perform three-way matching with POs and delivery lists.
• Post invoices to NetSuite with correct coding and approvals.
• Prepare weekly payment files for Senior Management.
• Reconcile vendor statements and resolve discrepancies.
• Assist with month-end close and AP accruals.
• Support audit requests and compliance with VAT, sales/use tax, and 1099s.

Skills

AP processes

Financial controls

Excel

NetSuite

Vendor management

Multi-currency

Communication

Attention to detail

Month-end close

Internal controls

Education

Bachelor’s degree in accounting or Finance

Tools

NetSuite

Concur

Ramp

Job description

Company Description

Malone Souliers is a luxury footwear and accessories brand known for shoes and bags designed to remain stylish and enduring for decades. The brand offers collections combining traditional Italian craftsmanship with a strong focus on fit and distinctive silhouettes. Malone Souliers is committed to responsible sourcing and high ethical standards. Every product is created with emotion and integrity, appealing to individuals who value quality, sustainability, and timeless design.

Role Description

The Accounts Payable Specialist is a full-time, on-site role based in New York, NY, responsible for managing the day-to-day accounts payable activities for Malone Souliers. This position processes vendor invoices, matches purchase orders, and prepares payments while maintaining accurate and timely financial records. The specialist reviews and reconciles expense reports, monitors outstanding payables, and assists with month-end closing through posting journal entries and resolving discrepancies. The role also involves communicating with vendors and internal stakeholders to clarify billing issues, supporting finance and accounting projects, and helping to improve AP processes and controls.

This role is ideal for a Finance professional with experience in Accounts Payable, preferably within the luxury fashion, footwear, or retail industry.

Key Responsibilities

Accounts Payable Operations

• Process and verify supplier invoices, ensuring accuracy and appropriate approvals.
• Perform three-way matching of invoices against purchase orders and delivery/packing lists; elevate and document any exceptions requiring override approval; for factory/merchandise invoices, perform verification in coordination with Production and Merchandising teams.
• Maintain vendor master file integrity, including a formal process for onboarding new vendors and verifying/updating banking details with dual authorization.
• Post all invoices to NetSuite with accurate coding; route for approval in accordance with the company’s approval matrix prior to payment.
• Prepare weekly payment files and submit to Senior Management for approval.
• Reconcile supplier statements and promptly resolve discrepancies.
• Monitor Accounts Payable aging and ensure timely settlement of invoices.
• Manage employee expense claims and ensure compliance with company policies.
• Ensure adherence to internal controls, financial policies, and approval workflows.
• Prepare AP cutoff accruals at month-end; reconcile AP subledger to the general ledger; produce aged creditor report for CFO review as part of the standard close pack; support year-end close and external audit preparation.
• Assist with audit requests and provide supporting documentation as required.
• Ensure compliance with applicable tax requirements including VAT on purchase invoices, US Sales /Use tax, and 1099 reporting obligations for US vendors.
• Apply fraud awareness protocols including verification callbacks for any changes to vendor banking details; treat unsolicited payment or bank-change requests with heightened scrutiny
• Prepare monthly bank reconciliation; identify and resolve any unreconciled items within the close period.

Stakeholder Management

• Act as the primary point of contact for supplier payment inquiries.
• Build and maintain strong relationships with internal departments including Sales, Marketing, E-commerce, Operations, Logistics, and Retail.
• Collaborate with Supply Chain Teams to resolve invoice and payment issues.

Reporting & Process Improvement

• Prepare Accounts Payable reports and analysis for Senior Management.
• Identify opportunities to improve AP processes, controls, and efficiencies.
• Support Finance system enhancements and automation initiatives.

Skills & Experience

• 2–5 years of experience in an Accounts Payable or Finance Assistant role.
• Strong understanding of Accounts Payable processes and Financial Controls.
• Experience processing high volumes of invoices accurately and efficiently.
• Proficiency in Microsoft Excel and NetSuite; familiarity with expense management platforms (Concur, Ramp or equivalent).
• Experience with multi-entity, multi-currency environments, including intercompany invoicing and reconciliations across reporting entities.
• Strong numerical accuracy and attention to detail.
• Excellent organisational and time-management skills.
• Strong communication and interpersonal abilities.
• Bachelor’s degree in accounting, Finance, or a related field required

Preferred

• Experience within luxury fashion, footwear, retail, or consumer goods sectors.
• Knowledge of multi-currency transactions and international supplier payments.
• Ability to provide cover and support for the Accounts Receivable function during periods of absence; general understanding of AR process and cash application is a plus.
• Accountability.
• Integrity and confidentiality.
• Problem solving.
• Teamwork and collaboration.
• Time management and ability to meet deadlines.
• Fraud awareness and professional scepticism.