Accounts Payable Specialist at Encore Labs LLC – Pasadena, California

Job Summary The Accounts Payable Specialist is responsible for managing and processing the company’s invoices and payments, ensuring accuracy, compliance, and timely execution. This role involves maintaining detailed financial records, reconciling accounts, and supporting various financial analyses and reporting. Key Responsibilities: 1. Invoice Processing: o Review and verify invoices for completeness and documentation, ensuring proper approval before entry into accounting software. o Process invoices promptly and accurately, adhering to company policies and procedures. 2. Purchase Order Verification: o Ensure purchase orders match the corresponding invoices, verifying correctness before processing. 3. Account Reconciliation: o Reconcile AP accounts and resolve discrepancies. o Review and reconcile vendor statements and follow up on any issues. o Research and resolve any discrepancies or issues related to invoices and purchase orders. 4. Payment Preparation: o Prepare and process checks, electronic transfers, and other forms of payments. o Ensure timely payment to vendors and suppliers. o Maintain records of all payment transactions. 5. Record Keeping: o Maintain accurate and organized records of invoices, purchase orders, approvals, and other financial documents. o Keep comprehensive databases and records of the company's financial transactions. 6. Expense Monitoring: o Track and monitor expenses, preparing and reviewing bills and financial statements to ensure accuracy. 7. Vendor Management: o Communicate with vendors to obtain necessary documentation, address payment status inquiries, and resolve any issues related to invoices. 8. Supporting Documentation: o Provide necessary documentation for audits and assist with month-end closing processes. 9. Financial Analysis: o Analyze business and financial data related to cost trends, market trends, and other ad-hoc analyses as required. 10. Customer Service: o Address and resolve any discrepancies or issues raised by vendors or internal departments. o Provide exceptional customer service to both vendors and internal stakeholders. Qualifications: • Must be at least 21 years of age. • Education: Associate’s degree in accounting, Finance, or related field (Bachelor’s degree preferred). • Experience: Previous experience in accounts payable or a related field is preferred. • Skills: o Strong attention to detail and accuracy. o Solid organizational skills with the ability to prioritize multiple responsibilities. o Proficiency in accounting software (QuickBooks Online) and Microsoft Office Suite (Excel, Word). o Excellent organizational and time-management skills. o Ability to communicate effectively and work well in a team environment. Additional Requirements: • Knowledge of accounting principles and practices. • Knowledge of the Balance Sheet, Profit and Loss and Cash Flow Statements. • Ability to handle sensitive and confidential information with discretion. Work Environment: • Office-based with typical working hours Benefits/Compensation • 401(k) • Health insurance (Medical, Dental, Vision) • Life Insurance