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Job Ref: 15168
Salary: $110000 – $110000
Accounts Payable & Administration Specialist – Process Improvement
Location:
New York, NY (Hybrid – on-site and remote schedule to be defined)
About the role
We are seeking an accounting-focused Administrative Specialist to manage vendor payments, overhead expenses, customer records, and branch administration functions. The ideal candidate will handle day to day activities while also improving processes for vendors, payments, expenses, records management, and administrative support.
Key responsibilities
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Process overhead expense payments: enter and approve vendor invoices in QuickBooks, issue checks, and prepare/approve wire transfer instructions.
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Onboard vendors in QuickBooks, verify vendor payment instructions, and maintain related documentation.
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Enter/approve journal entries in Midas, support reconciliations and analysis of Administration GL accounts, and assist with tax filings and the annual overhead budget.
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Maintain and update customer records in Midas and Summit CAR databases, including electronic files, logs, and signature verification records.
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Support fixed asset inventory, off-site records storage and destruction cycles, and annual policy/procedure reviews.
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Manage or support premises access/security (Avigilon), office supply inventory, facilities service requests, and serve as backup for mailroom and Cash Teller functions.
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Identify and implement process improvements in vendor payments, AP workflows, records management, and administrative procedures; help document and standardize new workflows and controls.
Qualifications
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Bachelor’s degree in accounting, finance, business, or equivalent experience.
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Accounting background with hands-on accounts payable/expense processing experience.
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Proficiency with QuickBooks; experience with Midas and Summit or similar core banking/customer record systems preferred.
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Demonstrated experience improving or standardizing AP/admin processes (e.g., streamlining approvals, reducing errors, introducing templates or automation).
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Advanced Excel skills; strong skills in Word, PowerPoint, and Access.
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Organized, detail-oriented, strong communicator, and team player; familiarity with records management and premises access/security a plus.
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Comp $110K plus benefits and bonus
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Please contact Franca Diona at 646-442-2272
Franca@acgresources.com