Accounts Payable Specialist

The Accounts Payable Specialist at Garland Technology is responsible for managing the full-cycle accounts payable process with a strong emphasis on accuracy, timeliness, and detailed invoice validation. This role ensures proper billing documentation, coding, approvals, and payment processing while maintaining compliance with internal controls and financial policies.

The ideal candidate demonstrates exceptional attention to detail, strong organizational skills, and the ability to identify discrepancies before they impact financial reporting.

Key Responsibilities:

Invoice Processing & Billing Accuracy

• Review, verify, and process both vendor invoices and VRMAs with a high degree of accuracy

• Perform detailed three-way matching (PO, invoice, receiving documentation)

• Validate invoice coding (GL accounts, departments, cost centers)

• Identify and resolve discrepancies, pricing variances, duplicate invoices, and billing errors

• Ensure proper documentation and approvals are obtained prior to payment Payment Processing

• Prepare and process ACH, wire, and check payments in accordance with payment terms

• Monitor payment schedules to optimize cash flow while avoiding late fees

• Reconcile vendor statements and resolve outstanding items

Vendor Management

• Maintain accurate vendor records in the accounting system

• Respond to vendor inquiries professionally and promptly

• Assist with vendor onboarding, including W-9 collection and compliance documentation

Reconciliation & Reporting

• Assist with month-end close, including AP accruals and reconciliations

• Maintain organized audit-ready documentation

• Support year-end audit requests and 1099 preparation

• Generate AP aging reports and other financial reports as requested

Process & Compliance

• Adhere to internal controls and company financial policies

• Recommend process improvements to enhance efficiency and accuracy

• Ensure compliance with tax regulations and company procedures

• Completes other assigned duties as assigned, such as maintaining the in-office cleaning schedule

Preferred Qualifications:

• Bachelor's degree in Accounting or related field
• 1 - 2 years prior employment in accounting related field
• Strong understanding of General Ledger system and Accounts Payable processing
• Strong organizational, analytical and recording skills
• Proficient in Microsoft Office suite

Technical Skills

• Proficiency in accounting software (e.g., NetSuite, QuickBooks, SAP, Oracle, etc.)

• Strong Excel skills (pivot tables, VLOOKUP/XLOOKUP, data validation)

• Familiarity with ERP systems and digital invoice workflows Core Competencies

• Exceptional attention to detail and accuracy

• Strong organizational and time-management skills

• Analytical mindset with ability to identify and resolve discrepancies

• Ability to manage multiple deadlines in a fast-paced environment

• High level of integrity and confidentiality

Key Performance Indicators (KPIs)

• Invoice processing accuracy rate

• Timeliness of payments

• Reduction in invoice discrepancies

• Vendor satisfaction and response time

• Compliance with month-end close deadlines