AP Specialist/Bookkeeper

Hireology; Woburn (MA); On-site; USD 25,000 - 39,000; Part time

Job summary

Hireology is seeking a part-time AP Specialist to handle daily accounts payable tasks and office support. You will be the front-desk presence and play a key role in processing invoices and coordinating payments in QuickBooks Online.

The role reports to the COO and supports the accounting department with accuracy, organization, and timely processing. A proactive, detail-oriented candidate with strong communication will thrive.

Qualifications

• Experience with QuickBooks Online is required.
• Attention to detail and ability to multitask.
• Excellent communication skills in person, on the phone, and in writing.
• Previous receptionist or accounting/assistant experience is preferred.

Responsibilities

• Greet guests and manage reception duties.
• Answer phones and handle mail.
• Process vendor invoices in QuickBooks Online.
• Match invoices with supporting documentation and code accounts.
• Produce weekly AP check-run reports.
• Cut checks and mail payments.
• File weekly AP packages with supporting documents.

Skills

MS Word

MS Excel

Outlook

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