Accounts Payable Specialist

ProTelesis Corporation; San Diego, Northern (CA, KY); Hybrid; USD 60,000 - 75,000; Full time

Job summary

ProTelesis Corporation in San Diego, CA is seeking a detail-oriented Accounts Payable Specialist to own full-cycle AP for a nationwide managed IT and unified communications provider. You will process vendor invoices, perform three-way matching, and manage pay runs, while supporting month-end close and ensuring accurate, well-documented records.

The role requires QuickBooks proficiency, Autotask PSA or ConnectWise experience, strong Excel skills, and the ability to resolve discrepancies with

Qualifications

• Two or more years of full-cycle accounts payable experience.
• Hands-on experience with QuickBooks (Online and/or Desktop).
• Experience with 1099 reporting and vendor onboarding documentation.
• Experience with Autotask PSA or ConnectWise preferred.
• CRM experience (Autotask CRM, Salesforce, or HubSpot).
• Strong AP knowledge: three-way match, accruals, and vendor relations.

Responsibilities

• Process high-volume vendor invoices with correct GL coding.
• Perform three-way matching of POs, receiving docs, and invoices.
• Reconcile vendor statements and resolve discrepancies with partners.
• Prepare and execute weekly payment runs (check/ACH/credit card).
• Audit recurring telecom, carrier, and cloud invoices against contracts.
• Maintain vendor master records in QuickBooks and CRM.
• Support month-end close and 1099 preparation.
• Administer corporate credit card reconciliation and expenses.
• Maintain organized digital records for internal controls.

Skills

CRM experience

1099 reporting

Communication skills

Attention to detail

Time management

Education

Associate or Bachelor's degree in Accounting/Finance/Business Administration

Tools

QuickBooks

Autotask PSA / ConnectWise

Job description

Company Description

ProTelesis provides comprehensive IT solutions, enabling businesses to focus on their core operations while we manage their IT needs. Formed through the partnership of two leading Mitel dealers in California, ProTelesis has grown to become a top provider of Business Phone Systems and Unified Communications nationwide. We offer end-to-end technology solutions including IT infrastructure design, implementation, real-time analytics, automation, monitoring, and 24/7 support. With locations in San Diego, CA (headquarters), Irvine, Arizona, and Salt Lake City ProTelesis ensures expert services backed by robust support across various regions.

Position Overview

We are seeking a detail-oriented Accounts Payable Specialist to own the full-cycle accounts payable process for a nationwide managed IT and unified communications provider. In this role you will process vendor invoices, reconcile carrier and distributor billing, manage payment runs, and support month-end close. You will work closely with procurement, service delivery, and project teams, and interact daily with our hardware distributors, carriers, and technology partners. This is an excellent opportunity for an accounting professional who enjoys a fast-paced technology environment and takes pride in accuracy and clean, well-documented records.

Key Responsibilities

• Process high-volume vendor invoices in QuickBooks, coding accurately to the correct general ledger accounts, departments, and project or job codes.
• Perform three-way matching of purchase orders, receiving documentation, and invoices for hardware, software licensing, and carrier services.
• Reconcile vendor statements and research and resolve discrepancies, short shipments, and pricing variances with distributors, carriers, and technology partners.
• Prepare and execute weekly check, ACH, and credit card payment runs, maintaining a payment calendar that captures early-pay discounts and avoids late fees.
• Audit recurring telecom, carrier, and cloud subscription invoices against contracted rates and against service records in Autotask, flagging billing errors and pursuing credits.
• Partner with procurement and project managers in Autotask to align purchase orders and project costs with vendor billing.
• Maintain vendor master records in QuickBooks and the CRM, including W-9 collection, remittance details, payment terms, and certificates of insurance.
• Provide support for the annual 1099 preparation and filing.
• Administer corporate credit card reconciliation and employee expense reimbursement, ensuring receipts and approvals meet company policy.
• Assist with month-end close, including accounts payable accruals, general ledger reconciliations, prepaid schedules, and audit support schedules.
• Maintain organized digital records and documentation that support internal controls and audit readiness.

Qualifications

Education and Experience

• Associate or Bachelor degree in Accounting, Finance, Business Administration, or a related field, or an equivalent combination of education and experience.
• Two or more years of full-cycle accounts payable experience, preferably within technology, telecommunications, managed services, or professional services.
• Hands-on experience with QuickBooks (Online and/or Desktop) is required, including invoice entry, GL coding, vendor management, and AP reporting.
• Experience with Autotask PSA, or a comparable professional services automation platform such as ConnectWise, is strongly preferred.
• Demonstrated CRM experience (Autotask CRM, Salesforce, HubSpot, or similar) maintaining vendor and customer records and coordinating across departments.
• Experience with 1099 reporting and vendor onboarding documentation is a plus.

Knowledge and Skill Requirements

• Strong working knowledge of accounts payable workflows, general ledger coding, three-way match, accruals, and 1099 reporting requirements.
• Intermediate to advanced Microsoft Excel skills, including pivot tables, lookup functions, and account reconciliations.
• Exceptional accuracy and attention to detail while handling high transaction volumes.
• Ability to independently research and resolve vendor discrepancies in a professional, relationship-preserving manner.
• Clear written and verbal communication skills for working with vendors, carriers, and internal stakeholders.
• Strong organizational and time management skills, with the ability to meet recurring close deadlines.
• Sound judgment and discretion when handling confidential financial information.

Work Environment

The characteristics described here represent those typically encountered while performing the essential functions of this role.

• This position is based at the ProTelesis headquarters in San Diego, CA, with hybrid flexibility during standard business hours.
• Primarily an office and computer-based role involving extended periods of sitting and computer use.
• May require additional hours during month-end, quarter-end, and year-end close cycles.

We encourage applications from diverse candidates and offer a supportive environment for professional growth. If you are passionate about advancing technology and delivering superior customer service,