Accounts Payable Specialist

Addison Group; Newark (CA); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k)

Job summary

The Addison Group is seeking an Accounts Payable Specialist for Newark, CA. This onsite role supports daily AP operations, vendor management, and cross-entity processing in a fast-paced environment.

You will handle invoice processing, data entry, and reconciliations, working closely with the AP Manager. Strong Excel skills and familiarity with QuickBooks and Bill.com are advantageous.

Qualifications

• 1–2 years of accounting experience or related experience.
• Experience with QuickBooks and Bill.com preferred.
• Familiarity with multi-entity accounting environments.
• Strong attention to detail and organizational skills.
• Strong communication and problem-solving skills.
• Proficiency in Microsoft Excel and other accounting systems.

Responsibilities

• Assist with managing the accounts payable cycle across multiple entities.
• Process invoices, coding, data entry, and approvals across entities.
• Coordinate vendor setup in Bill.com; collect W‑9s and other required documents.
• Reconcile bank withdrawals and recurring vendor payments against invoices.
• Respond to vendor inquiries and maintain timely communication and issue resolution.
• Assist with month-end close activities, including accruals and journal entries.
• Prepare weekly AP aging reports and related analyses.

Skills

Attention to detail

Microsoft Excel

Communication

Problem solving

Tools

QuickBooks

Bill.com

Job description

Job: Accounts Payable Specialist

Location: Newark, CA

Onsite: 5x onsite per week

Hourly Range: $60,000 - $70,000 / year depending on experience

Benefits: This position is eligible for medical, dental, vision, and 401(k)

Job Description

Accounts Payable Specialist // Hybrid (Newark)

We are seeking a detail-oriented Accounts Payable Specialist to support day-to-day AP operations across multiple entities and client portfolios. This individual will work closely with the Accounts Payable Manager to ensure accurate and timely invoice processing, vendor management, account reconciliations, and payment coordination.

The ideal candidate is organized, proactive, comfortable managing high invoice volumes, and able to work across multiple accounting systems and entities in a fast-paced environment.

Primary Responsibilities

• Assist with managing the accounts payable cycle, including invoice intake, review, coding, data entry, approval routing, posting, and synchronization across multiple QuickBooks accounts
• Assist with reconciling automated bank withdrawals and recurring vendor payments against outstanding AP invoices
• Respond to routine vendor and internal AP inquiries, helping maintain timely communication and issue resolution
• Coordinate new vendor setup within Bill.com, including collecting W-9s, agreements, certificates of insurance, contact information, and other required documentation
• Review vendor statements against internal AP records to identify missing invoices, discrepancies, and outstanding balances
• Assist with Divvy inquiries, including credit limit information, basic reporting, and job number updates
• Complete vendor credit applications and coordinate supporting documentation and internal approvals
• Assist with preparing monthly reports to identify missing recurring invoices from contractors and subscription vendors
• Assist with reviewing contractor timesheets and verify hours against corresponding billing records

Secondary Responsibilities

• Assist preparing weekly accounts payable aging reports
• Assist reconciling vendor credits and payments received across multiple bank accounts and identify corresponding invoices
• Provide payment status updates and respond to payment-related inquiries
• Troubleshoot payment failures, system synchronization issues, coding errors, incorrect job or general ledger mappings, and approval delays
• Assist with month-end close activities, including accruals, prepaid expenses, reclassifications, journal entries, and general ledger research
• Provide supporting financial reports, including P&L, general ledger, accrual, prepaid expense, and project/job cost reports

Annual Responsibilities

• Assist with annual 1099 preparation and filing
• Maintain vendor records and research and resolve vendor payment and 1099 discrepancies

Qualifications

• 1-2 years of accounting experience or related experience
• Experience with QuickBooks and Bill.com preferred
• Familiarity with multi-entity accounting environments
• Strong attention to detail and organizational skills
• Strong communication and problem-solving skills
• Proficiency in Microsoft Excel and other accounting or financial systems

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.