Accounts Payable Specialist

About the Company/Role:

We are a dynamic and growing wholesale distribution company specializing in dropship fulfillment. Our mission is to deliver high-quality products and exceptional service to our customers, supported by strong operational and accounting processes.

We are seeking a detail-oriented Accounts Payable Clerk to support our accounting team with vendor invoice processing, document organization, and vendor account reconciliation. This role plays an important part in ensuring that invoices and vendor statements received via email are accurately recorded, organized, and reconciled in a timely manner.

The ideal candidate is highly organized, comfortable working with accounting systems and spreadsheets, and able to manage a high volume of transactions while maintaining accuracy. This position requires someone who can follow established processes while also contributing to improvements in efficiency and workflow.

This is a hands-on role within a growing business in an established industry. The successful candidate will perform essential AP functions that directly support the company’s operations and vendor relationships. The role requires strong attention to detail, dependability, and a high level of accuracy, along with excellent written and verbal communication skills when working with both internal tea ---------- mbers and external vendors.

Key Responsibilities:

Invoice Processing
• Enter vendor invoices into the ERP system in accordance with company procedures
• Process freight invoices received via email and ensure they are properly recorded and matched to the appropriate transactions
• Review inventory invoices and voucher those that match purchase records within established tolerances for minor rounding differences

Document Management
• Monitor the AP email inbox for incoming invoices and statements
• Save vendor invoices to the appropriate folders following established filing procedures
• Maintain organized electronic records for invoices and vendor documents

Vendor Statements & Reconciliations
• Save vendor statements received by email and organize them in the appropriate folders
• Perform preliminary vendor statement reconciliations to determine whether invoices are already on file
• Update internal reconciliation spreadsheets to document missing or outstanding invoices

Vendor Communication
• Request vendor statements via email when directed by the accounting team
• Communicate with vendors regarding invoice copies when necessary

Team Support
• Assist the accounting team with document retrieval and vendor account research
• Work with the accounting team to identify opportunities for process improvements and more efficient workflows
• Support special accounting projects and other duties as assigned
• Participate in weekly video meetings with the accounting team to review priorities, discuss issues, and coordinate ongoing work
• Be available to communicate with vendors or customers by phone when necessary to help resolve payment or invoice questions
• Communicate clearly and professionally with tea ---------- mbers through email, messaging, and video calls
• Collaborate with the accounting team to ensure tasks are completed accurately and on schedule

Qualifications
• 2–5 years of experience in Accounts Payable, bookkeeping, or accounting support
• Strong attention to detail and organizational skills
• Experience working with accounting software or ERP systems
• Comfortable working with Excel or spreadsheets
• Strong written English communication
• Ability to follow documented accounting procedures
• Strong organizational skills and experience managing large volumes of emailed invoices is highly valued in this role
Preferred Experience
• Experience supporting US-based accounting teams
• Experience working with distribution or product-based companies
• Experience with invoice matching or vendor statement reconciliations

Technology Requirements:

This is a remote contractor role. The selected candidate must provide their own work equipment and workspace, including:
• A reliable computer capable of running modern accounting and office software
• Stable high-speed internet connection
• A quiet and professional work environment suitable for remote work
Our company will provide access to the necessary software systems, but hardware such as computers, monitors, and other equipment will not be supplied.

Work Schedule:

This position requires working overnight hours in the Philippines in order to align with our U.S.-based accounting team.

Typical working hours in the Philippines will be:
• 8:30 PM – 5:30 AM (Philippines Time) when the U.S. is on Daylight Saving Time (March – November)
• 9:30 PM – 6:30 AM (Philippines Time) when the U.S. is on Standard Time (November – March)

These hours correspond to 8:30 AM – 5:30 PM Eastern Time (U.S.), which are our company’s normal business hours.
Candidates must be comfortable working overnight hours on a consistent basis.

Industry Disclosure:

Our company operates in the specialty retail and distribution industry, supplying products that are intended for adult consumers. As a result, some product names, product descriptions, or images encountered in our systems and documents may contain adult-oriented content.
Candidates should be comfortable working in a professional environment where such products are part of the business.

Application Instructions:

When applying, please include a short paragraph describing your experience processing vendor invoices or performing vendor statement reconciliations.

Please begin your application with the words “AP Specialist” so we know you reviewed the full job description.