Bookkeeper

TERMS OF REFERENCEAccounts Payable Specialist
DEPARTMENT Accounting and Finance REPORTS TO Controller WORK ARRANGEMENT Remote; supporting multiple U.S.-based companies EMPLOYMENT TYPE Full-time LANGUAGE REQUIREMENT Professional working proficiency in English and Spanish
1 POSITION PURPOSE The Accounts Payable Specialist is responsible for accurate and timely accounts payable processing across assigned companies. The role owns the day-to-day AP workflow from document review and coding through approval follow-up, payment support, vendor reconciliation, and month-end close. The Specialist must communicate clearly in English and Spanish, maintain complete supporting documentation, and apply consistent controls in QuickBooks Online Advanced (QBO).
2 SCOPE OF WORK AND KEY RESPONSIBILITIES Invoice and bill processing• Review invoices and supporting documents for completeness, accuracy, appropriate approval, correct vendor, and duplicate risk before entry.• Enter bills, vendor credits, and related AP transactions in QBO using the correct company, vendor, date, amount, account, class, location, and other required dimensions.• Apply the established transaction treatment for bills and expenses, including capitalization and below-the-line thresholds when applicable.• Confirm that supporting documentation is attached to the related QBO transaction and that descriptions are clear enough for review and audit purposes.• Maintain an organized queue of invoices awaiting information or approval and follow up promptly with the appropriate owner. Vendor management and account maintenance• Set up and maintain vendor records using approved information and required tax documentation, including W-9 forms when applicable.• Review vendor statements, research missing invoices or credits, and resolve discrepancies with vendors and internal company contacts.• Maintain accurate payment terms, contact details, tax settings, and vendor naming conventions while preventing duplicate vendor records.• Protect vendor banking information and follow the required verification process for new vendors or banking changes. Payment support and controls• Prepare payment proposals or payment support packages based on approved bills, due dates, available documentation, and management direction.• Confirm that payments are applied to the correct open bills and investigate unapplied, duplicated, voided, or stale AP items.• Support check, ACH, credit card, and other payment workflows while maintaining separation between preparation, approval, and release responsibilities.• Respond quickly to payment questions without bypassing required approvals or controls. Reconciliations and month-end close• Reconcile vendor statements and AP-related balances and investigate differences before close deadlines.• Review Accounts Payable Aging reports for overdue items, negative balances, old credits, unapplied payments, and other unusual activity.• Support AP cut-off, accruals, prepaid and fixed-asset identification, intercompany coding, and other close procedures requested by the Controller.• Clear or document outstanding AP issues and provide complete support for close review, audit, tax, and management requests.• Maintain a clear status of assigned companies, open items, blockers, and expected completion dates throughout MEC. Communication and team support• Communicate professionally in English and Spanish with vendors, company owners, managers, and accounting team members by email, chat, and video call.• Explain missing information, coding questions, payment status, and control requirements in clear, practical language.• Escalate material discrepancies, suspected fraud, unusual vendor activity, duplicate-payment risk, cash constraints, or close risks promptly.• Follow documented SOPs, contribute to process improvements, and help maintain consistent AP practices across companies.
3 REQUIRED QUALIFICATIONS • Bachelor's degree or technical/professional training in Accounting, Finance, Business Administration, or a related field; equivalent relevant experience may be considered.• At least two years of hands-on accounts payable or general accounting experience.• Professional working proficiency in English and Spanish, including the ability to participate in meetings, write business emails, and resolve vendor questions in both languages.• Working knowledge of the full AP cycle, including invoice review, coding, approvals, payments, vendor reconciliation, cut-off, and month-end close support.• Hands-on experience with QuickBooks Online Advanced, including bills, vendor credits, bill payments, vendor records, attachments, and Accounts Payable Aging reports.• Intermediate or advanced Microsoft Excel or Google Sheets skills, including filters, sorting, lookups, pivot tables, and reconciliation of large transaction lists.• Strong attention to detail, organization, follow-through, and the ability to manage recurring deadlines across multiple companies.• Ability to work independently in a remote environment while communicating blockers and progress consistently.
4 PREFERRED QUALIFICATIONS • Experience supporting U.S.-based companies and familiarity with W-9/1099 requirements.• Experience with AP automation tools, expense-management platforms, or bank payment portals.• Understanding of U.S. GAAP and internal controls related to purchasing, disbursements, vendor master data, and financial close.
5 WORKING RELATIONSHIPS The AP Specialist will work closely with the Controller, accounting team, company managers, vendors, and relevant operational and external stakeholders.