TERMS OF REFERENCE

Accounts 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.

📌 Bookkeeper (Colombia)
🏢 Platform Partner Holdings
📍 Colombia