AP Specialist

Hireology; Mishawum (MA); On-site; USD 36,000 - 48,000; Part time

Job summary

Hireology in Mishawum, MA is seeking a part-time AP Specialist to support daily office operations and the Accounts Payable function. The role includes reception duties, vendor invoicing in QuickBooks Online, and maintaining orderly records.

The ideal candidate will have experience with QuickBooks Online, strong attention to detail, and the ability to multitask in a fast-paced environment. Excellent communication skills and a collaborative attitude are essential.

Qualifications

• Proficiency in MS Word, Excel and Outlook.
• Previous receptionist, customer service, accounting or assistant experience.
• Experience with QuickBooks Online.
• Detail-oriented with strong organizational skills.
• Ability to multitask and prioritize tasks effectively.
• Positive attitude and willingness to learn.
• Strong written and oral communication skills.

Responsibilities

• Lead reception duties: greet guests, answer phones, manage mail and conference room setup.
• Maintain office supplies and inventory.
• Process vendor invoices in QuickBooks Online.
• Match invoices with supporting documents and code to accounts.
• Prepare weekly check run and mail payments.
• File AP packages with supporting docs.
• Ensure compliance with accounting policies.
• Make collection calls when needed.
• Set up customers in QuickBooks and manage related records.
• Handle miscellaneous office tasks as directed by management.

Skills

Microsoft Word

Excel

Outlook

Attention to detail

Multitasking

Communication skills

Tools

QuickBooks Online

Job description

AP Specialist

The purpose of the AP Specialist is to be responsible for the day-to-day functions of the office and our Accounts Payable function. This role is a part time role to support the accounting department.

Reporting:

The AP Specialist will report to the COO.

Duties and Responsibilities:

• The lead for all reception duties including greeting guests, answering phones, handling incoming and outgoing mail, receiving, organizing the office and conference room for cleanliness, present-ability and order
• Managing office supplies inventory to ensure it never runs out
• Heavy QuickBooks Online use to process vendor invoices on regular basis
• Match invoices to required supporting documentation, file documents as necessary
• Ensure invoices are properly approved and coded to correct accounts
• Producing a weekly check run report to determine what bill will be paid
• Cut checks once approved to pay and mail out checks
• File weekly A/P packages (check stub, invoice, PO and other supporting documentation)
• Ensure compliance with company accounting policies
• Collection calls
• Set up customers in QuickBooks
• Send Insurance certificates
• Collect and record credit card receipts
• Manage petty cash
• All other tasks required by management

Qualifications:

Competency in Microsoft Word, Excel and Outlook

Previous receptionist, customer services, accounting or assistant experience required

Experience with QuickBooks Online

Attention to detail required

Ability to multitask and prioritize tasks effectively

Pitch in attitude and willingness to learn a must

Excellent oral, written and phone communications skills and ability to work with all personality types