Accounts Payable Associate

Description

About Us

Established in 2001, MES is the nation’s largest provider of PPE, fire apparatus, uniforms, and services to first responders. With over 25 locations, MES is the most trusted source of equipment and service for firefighters, law enforcement, and EMTs. Our dedicated team of over 300 sales representatives and certified service technicians allows us to bring unparalleled quality and service to our industry. MES supports its customers with innovative digital commerce solutions and a nationwide warehousing system with three strategically located hubs that carry thousands of products representing the best brands on the market.

MES offers a great work environment, professional development, challenging careers, and competitive compensation. MES is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status, or other characteristics protected by law.

MES will only employ those legally authorized to work in the United States for this opening. Any offer of employment is conditioned upon the successful completion of a pre-employment screening.

Job Summary

The Accounts Payable Specialist is responsible for maintaining accurate and timely records of MES, Inc.’s obligations to vendors and suppliers. This full-time, in-house role supports the end-to-end accounts payable process, including invoice processing, verification, reconciliation, and issue resolution. The position works closely with internal departments and external vendors to ensure efficient, accurate, and compliant payment operations.

The ideal candidate demonstrates strong attention to detail, excellent organizational skills, and the ability to communicate effectively in a fast-paced, high-volume environment.

Core Duties and Responsibilities:

• 5+ years of Accounts Payable or related accounting experience
• Experience processing invoices in a high-volume environment
• Strong understanding of PO and non-PO invoices and three-way matching
• Strong Excel skills
• ERP experience: NetSuite experience is strongly preferred but not necessarily required
• Experience researching invoice, PO, receiving, and vendor discrepancies
• Strong attention to detail and ability to work independently
• No specific certification is required

Invoice Processing

• Monitor assigned invoice-processing queues and accounts payable mailboxes.
• Review invoices for completeness, accuracy and appropriate legal-entity information.
• Enter and process vendor invoices accurately in NetSuite.
• Verify invoice numbers, dates, amounts, payment terms, purchase orders and vendor information.
• Review the system for duplicate invoices and previously processed transactions before posting.
• Code non-purchase-order invoices to the appropriate general-ledger accounts, departments, locations and entities.
• Route invoices through the required approval workflow.
• Follow up on invoices awaiting approval and escalate delays when appropriate.
• Attach invoices and all required supporting documentation to the applicable transactions.

Purchase-Order and Receipt Matching

• Perform two-way and three-way matching among purchase orders, receipts and vendor invoices.
• Confirm that invoiced quantities, prices, freight, taxes and payment terms agree with approved purchasing documentation.
• Identify missing receipts, incorrect purchase-order pricing and quantity discrepancies.
• Coordinate with Purchasing, Receiving and Operations to resolve matching exceptions.
• Ensure material discrepancies are resolved before invoices are approved for payment.
• Maintain clear notes identifying the issue, responsible party and required next action.
• Monitor assigned exception and problem queues until each issue is resolved.

Vendor Account Management

• Respond to vendor questions regarding invoice status, payment timing and account balances.
• Reconcile vendor statements to MES accounts payable records.
• Identify missing invoices, unapplied payments, credit memos and account discrepancies.
• Request copies of missing invoices and supporting credit documentation.
• Ensure approved vendor credit memos are recorded and applied promptly.
• Assist with vendor setup and maintenance requests.
• Support the verification of vendor tax forms, contact details and payment information.
• Escalate vendor banking changes and potential fraud concerns according to company procedures.

Payment Processing Support

• Review assigned invoices for inclusion in weekly payment proposals.
• Confirm that invoices selected for payment have received the required approvals.
• Support the preparation of ACH, check, wire and credit card payments.
• Verify payment amounts, vendor information and remittance details.
• Provide payment confirmations and remittance information to vendors.
• Research returned payments, stale checks, duplicate payments and payment-application issues.
• Assist with voids, stop payments and payment reissuances after obtaining the required approvals.
• Maintain complete payment documentation according to company policy.

Month-End and Reconciliation Support

• Assist with monthly accounts payable close activities.
• Identify invoices received but not yet recorded for accrual purposes.
• Review aged open invoices, debit balances and unapplied vendor credits.
• Support reconciliation of vendor accounts and accounts payable balances.
• Research transactions requested by accounting or management.
• Prepare supporting schedules and documentation for internal and external audits.
• Assist with annual vendor tax-reporting requirements.

Systems, Controls and Documentation

• Follow established accounts payable policies, approval limits and segregation-of-duties requirements.
• Maintain accurate and complete transaction records in NetSuite.
• Use automated invoice-capture and approval-workflow tools appropriately.
• Monitor system exceptions and report recurring processing issues.
• Protect confidential vendors, banking and financial information.
• Maintain current desk procedures and process documentation.
• Participate in system testing, cross-training and process-improvement initiatives.
• Recommend opportunities to reduce manual work and improve invoice accuracy.

Key Performance Indicators

• Number of invoices processed
• Invoice-processing cycle time
• Invoice-entry accuracy
• Percentage of invoices processed within established service levels
• Purchase-order and receipt exception backlog
• Number and age of invoices awaiting approval
• Vendor statement reconciliation completion
• Duplicate-payment and processing-error rate
• Unapplied vendor credit balance
• Vendor inquiry response time
• Month-end cutoff compliance

Requirements

Requirements

• Associate degree in Accounting, Finance, Business Administration or a related field, or equivalent professional experience.
• At least five years of accounts payable, bookkeeping or general accounting experience.
• Experience processing invoices in a high-volume environment.
• Working knowledge of purchase orders, receipts, invoices and credit memos.
• Understanding of basic accounting principles and general-ledger coding.
• Proficiency in Microsoft Excel, Outlook and standard office applications.
• Strong data-entry accuracy and attention to detail.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities and meet established deadlines.
• Professional written and verbal communication skills.
• Ability to handle confidential vendors, banking and financial information appropriately.

Preferred Qualifications

• Bachelor’s degree in accounting, Finance, Business Administration or a related field.
• Experience with NetSuite or a comparable enterprise resource planning system.
• Experience with automated invoice-capture and approval-workflow systems.
• Experience with three-way matching and purchase-order-based invoice processing.
• Experience reconciling vendor statements and resolving account discrepancies.
• Familiarity with ACH, wire, check and positive-pay processes.
• Experience in distribution, manufacturing, service or multi-entity organization.

Work Location: The position will be based in our Sandy Hook, CT office.

Work Schedule: Monday through Friday, generally 8:00 AM–5:00 PM. Regular nights and weekends are expected; however, some flexibility may occasionally be necessary during month-end, year-end, or other critical deadlines.

Benefits:

• 401(k) and company matching
• Medical, Dental and Vision insurance
• Health Savings account & Flexible Savings account
• Life insurance
• Disability insurance (both short and long term)
• Employee assistance program
• Paid Time Off (PTO)
• Paid Holidays