Accounts Payable Specialist

Job Summary

Since 1997, AlphaStaff has delivered HR outsourcing solutions to thousands of small and medium-sized businesses across the country, as well as some large organizations. We are searching for a versatile Accounts Payable Specialist for a fast-scaling group of beauty companies which sell both direct to consumer and to major retailers. This role is fully remote with regular in-person meetings near Sunrise/Weston, FL. While the initial focus is on payables, you’ll also handle AR tasks, reconciliations, general accounting work and help streamline processes in a manual-heavy startup-style finance team. This position reports directly to the company’s lead finance executive.

About You

You’ve tackled high-volume AP before and you’re hungry to learn beyond invoice entry. You know how to keep things organized, spot issues before they snowball, and communicate clearly in a remote work environment. You're reliable, detail-obsessed and dependable. You thrive on rolling up your sleeves to get the job done, take ownership of your work, and speak up when you need guidance. Confidentiality, loyalty and honesty are core values.

Responsibilities

• Handle full-cycle accounts payable - including coding, invoice entry and payment processing for a variety of vendor types, including inventory purchases (3-way match). Ensure appropriate documentation and proper approvals are obtained.
• Monitor company specific AP email accounts for incoming invoices and vendor correspondence.
• Responsible for the set up of new vendors, including W-9/W-8 collection, as well as banking/payment verification per company policy.
• Assist with routine cash flow planning.
• Support accounts receivable tasks and manual reconciliations as needed.
• Responsible for Form 1099 preparation for multiple entities by required deadlines.
• Reconcile vendor statements and resolve discrepancies quickly; monitor and communicate invoicing exceptions to appropriate personnel keeping other Finance team members aware of any issues.
• Assist in monthly and year-end close with attention to AP/AR cut-offs, accruals and journal entries.
• Maintain and organize AP/AR records across multiple platforms and sources.
• Collaborate with accounting leadership on improving AP processes and controls; assist with the development and maintenance of an expense policy and approval authorities.
• Assist with ad hoc projects and/or tasks as assigned.
• Act with a sense of urgency and professionalism to internal and external inquiries.
  
  

Qualifications

• Associated degree with 2+ years of AP experience or 4+ years of experience in an AP role in a multi-system environment.
• Proficient in Microsoft Office, including Teams and Outlook; Strong Excel skills needed.
• Experience with NetSuite preferred.
• Working knowledge of GAAP and accounting concepts.
• Ability to operate independently and communicate effectively in a remote environment; conscientious and strong work ethic.
• Strong attention to detail and superior organizational and prioritization skills; ability to multi-task.
• Professional demeanor; clear, concise verbal and written communication skills.
• Experience preparing 1099s and handling W-8 forms.
• Familiarity with DTC or e-commerce operations a plus.
• Comfort with occasional month-end or project-related overtime.
• Willing and motivated to learn and contribute outside of traditional AP duties.
  
  

Perks

• Remote work with flexible hours (core availability roughly 8:30-5:30 ET).
• Regular in-person meetings near Sunrise/Weston (no daily commute).
• 401(k) with company match.
• Employer-paid contribution toward medical, dental, and vision.
• Two weeks of vacation, plus standard holidays.
• Rapid growth environment where cross-training and new responsibilities are encouraged.
  
  

Disclaimers : AlphaStaff, Inc. and the Client are equal employment opportunity employers and do not discriminate against any applicant or employee based on race, color, sex, sexual orientation, gender identity, religion, national origin, age, past or present military service, disability, genetic information, or any other basis protected by applicable federal, state, or local laws. CCPA Notice can be found at: https://www.alphastaff.com/privacy-notice-to-california-job-applicants/