Accounts Payables Associate

Coldesi, Inc.; Tampa (FL); On-site; USD 40,000 - 68,000; Full time

Job summary

Coldesi, Inc. in Tampa, FL is seeking an Accounts Payable Specialist to manage vendor invoices, coding, and payments with accuracy and efficiency.

You will verify invoices, perform 2-way/3-way matching, code GL, route approvals, and support month-end close while upholding internal controls and vendor relationships.

Qualifications

• Advanced proficiency in QuickBooks Desktop, Zoho and Excel.
• Exceptional attention to detail to ensure accuracy and compliance.
• Strong problem-solving to identify discrepancies and improve processes.

Responsibilities

• Verify invoices for accuracy and policy compliance.
• Match documents (2-way and 3-way) to validate transactions.
• Code expenses to GL codes and cost centers.
• Route required internal approvals before payment processing.
• Process employee expenses and reimbursements promptly.
• Maintain complete vendor files, including W-9s and banking info.
• Resolve billing discrepancies and PO variances.
• Respond to vendor payment/inquiry requests promptly.
• Reconcile vendor statements against records.
• Support month-end close activities and AP accruals.
• Prepare documentation for internal and external audits.
• Perform additional duties as needed.

Skills

QuickBooks Desktop

Zoho

Excel

Job description

Job Description

Job Description

Required Skills & Core Competencies: Advanced proficiency in QuickBooks Desktop, Zoho, and Microsoft Excel, with the ability to efficiently manage and analyze financial data. Exceptional attention to detail to ensure accuracy and compliance in all transactions and records. Strong problem-solving abilities to identify discrepancies, implement effective solutions, and support continuous process improvement. Excellent time management and organizational skills, with the capacity to prioritize competing deadlines and maintain productivity in a fast-paced environment.

Duties and Responsibilities

• Verify invoices: Ensure all invoice data, pricing, quantities, and supporting documentation are accurate and compliant with company policies to maintain financial integrity.
• Match documents: Perform thorough 2-way and 3-way matching of invoices, purchase orders, and receiving documents to validate transactions and prevent payment errors.
• Code expenses: Accurately assign general ledger (GL) codes and cost centers to support reliable financial reporting and cost tracking.
• Route approvals: Coordinate and secure all required internal approvals to ensure proper authorization and compliance before payment processing.
• Process employee expenses: Review, validate, and reimburse employee expense reports and travel claims in a timely and policy-compliant manner.
• Maintain records: Manage and maintain complete, accurate, and current vendor files, including W-9 forms, banking information, and supporting documentation.
• Resolve discrepancies: Proactively investigate and resolve billing issues, missing credits, and purchase order variances to minimize risk and maintain strong vendor relationships.
• Handle inquiries: Serve as a professional point of contact for vendors by responding promptly to payment, account balance, and account-related inquiries.
• Reconcile statements: Reconcile vendor statements against internal records to identify discrepancies and ensure accurate account balances.
• Support month-end close: Contribute to the timely and accurate completion of month-end close activities, including accounts payable accruals and sub-ledger to general ledger reconciliations.
• Audit preparation: Organize, maintain, and provide documentation required for internal and external audits, ensuring transparency and compliance.
• Other duties as required: Perform additional responsibilities and special projects as assigned to support departmental objectives and organizational success.

Monday - Friday 8A-5P