AP Specialist

Hireology; Woburn, Northern (MA, KY); Hybrid; USD 24,797,000 - 38,573,000; Part time

Job summary

Hireology in Woburn, MA is seeking an AP Specialist to handle day-to-day office functions and accounts payable support. This is a part-time role reporting to the COO, with responsibilities spanning reception, invoicing, and vendor communications.

The ideal candidate has experience with QuickBooks Online, good MS Word/Excel/Outlook skills, strong attention to detail, and the ability to multitask in a fast-paced environment while delivering professional and clear communication.

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.

Responsibilities

• Greet guests and manage reception duties.
• Manage office supplies and ensure cleanliness and organization.
• Process vendor invoices using QuickBooks Online.
• Match invoices with supporting documentation and code to accounts.
• Prepare weekly check run reports and issue payments.
• File weekly AP packages with supporting documents.
• Ensure compliance with accounting policies.
• Handle collection calls as needed.
• Set up customers in QuickBooks.
• Manage petty cash and miscellaneous tasks for management.

Skills

Reception duties

Multitask

Attention to detail

Communication skills

Education

Previous receptionist/ admin experience

Tools

QuickBooks Online

Microsoft Excel

Microsoft Word

Microsoft Outlook

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