AP Specialist

Motive Holding Companies LLC; Fountain Valley (CA); On-site; USD 50,000 - 70,000; Full time

Job summary

A financial services provider in California seeks an Accounts Specialist responsible for accurate and timely allocation of financial transactions across affiliated companies. The role involves preparing detailed allocation schedules, processing invoices, and ensuring compliance with internal policies. Candidates should be proficient in accounting software, have strong attention to detail, and assist with audits. This position is essential for maintaining data integrity in financial reporting.

Qualifications

• Proficiency in accounting software (Dynamics 365, SAGE preferred).
• Strong attention to detail and accuracy in financial reporting.
• Ability to manage multiple tasks and meet deadlines.

Responsibilities

• Ensure accurate allocation of expenses and revenues.
• Prepare and maintain allocation schedules.
• Process vendor invoices and employee expense reports.

Tools

Dynamics 365

SAGE

ERP System

Job description

The Accounts Specialist is responsible for ensuring accurate and timely allocation of expenses, revenues, and intercompany transactions across affiliated companies. This role focuses on preparing detailed allocation schedules, maintaining compliance with internal accounting policies, and ensuring that all transactions are coded correctly to their designated General Ledger (GL) accounts. The Accounts Specialist plays a critical role in supporting consolidated financial reporting and maintaining data integrity across the organization.

Responsibilities

• Review, verify, and process vendor invoices, employee expense reports, and payment requests.
• Prepare, review, and maintain allocation schedules for shared expenses, revenues, and intercompany charges across affiliated companies.
• Ensure all allocations are coded accurately to the correct GL accounts and cost centers.
• Match invoices with purchase orders and receipts (three-way matching) and resolve discrepancies.
• Enter and code invoices into the accounting system (e.g., Dynamics 365, SAGE or similar ERP system)
• Prepare and process weekly check runs, ACH, and wire transfers.
• Maintain vendor files and ensure all W-9 and tax documents are accurate and up to date.
• Reconcile accounts payable transactions and assist in month-end closing by preparing AP reports and accruals.
• Communicate with vendors and internal departments to resolve billing and payment issues.
• Ensure compliance with company policies and regulatory requirements.
• Assist with audits by providing documentation and reports as needed.
• Contribute to continuous process improvements in the AP function.