Accounts Payable & QuickBooks Online Specialist

We are seeking a highly disciplined Accounts Payable professional with advanced QuickBooks Online expertise. This individual will own the accounts payable workflow, vendor management, and QuickBooks cleanup and organization for a multi-location orthodontic organization.

This is not a clerical role. This is a system-building role.

The ideal candidate understands accrual accounting, vendor controls, chart of accounts structure, and financial discipline. They must be technologically strong in QuickBooks Online and capable of organizing and cleaning a complex file.

Core Responsibilities

1. Accounts Payable Ownership

1. 
   

   Manage full-cycle accounts payable process.

   
   


2. 
   

   Enter, code, and verify vendor bills accurately.

   
   


3. 
   

   Match invoices to purchase orders and approvals.

   
   


4. 
   

   Maintain organized vendor files and W-9 documentation.

   
   


5. 
   

   Schedule and process weekly payment runs.

   
   


6. 
   

   Monitor duplicate bills and prevent overpayments.

   
   


7. 
   

   Reconcile vendor statements monthly.

   
   

QuickBooks Online Management

1. 
   

   Clean and reorganize existing QuickBooks Online file.

   
   


2. 
   

   Merge duplicate vendors and accounts properly.

   
   


3. 
   

   Maintain accurate chart of accounts structure.

   
   


4. 
   

   Ensure proper class and location tracking by office.

   
   


5. 
   

   Maintain accrual-based accounting integrity.

   
   


6. 
   

   Reconcile credit cards and bank accounts monthly.

   
   


7. 
   

   Identify misclassified transactions and correct them.

   
   


8. 
   

   Assist in building a clean month-end close process.

   
   

Financial Controls & Reporting Support

1. 
   

   Prepare monthly AP aging reports.

   
   


2. 
   

   Track outstanding liabilities.

   
   


3. 
   

   Support month-end close checklist.

   
   


4. 
   

   Maintain digital documentation standards.

   
   


5. 
   

   Flag unusual spending patterns.

   
   


6. 
   

   Assist in preparing location-level expense summaries.

   
   

Workflow Discipline

1. 
   

   Build standardized AP workflow documentation.

   
   


2. 
   

   Create clear approval routing structure.

   
   


3. 
   

   Implement bill submission deadlines.

   
   


4. 
   

   Maintain payment calendar.

   
   


5. 
   

   Reduce manual errors through system improvements.

   
   

Required Qualifications

1. 
   

   Minimum 3–5 years Accounts Payable experience.

   
   


2. 
   

   Advanced QuickBooks Online experience (required, not optional).

   
   


3. 
   

   Experience cleaning and reorganizing messy QBO files.

   
   


4. 
   

   Strong understanding of accrual accounting.

   
   


5. 
   

   Experience in multi-location businesses preferred.

   
   


6. 
   

   Strong Excel skills.

   
   


7. 
   

   Highly detail-oriented and organized.

   
   


8. 
   

   Able to work in-office initially.

   
   

Key Performance Metrics (Measured Monthly)

1. 
   

   100% vendor bills entered within 48 hours of receipt.

   
   


2. 
   

   Zero duplicate payments.

   
   


3. 
   

   All bank and credit cards reconciled by the 10th of each month.

   
   


4. 
   

   Clean AP aging report delivered monthly.

   
   


5. 
   

   Reduction in QBO cleanup errors month over month.

   
   


6. 
   

   Month-end close participation completed on schedule.

   
   

Benefits:

• Health, Dental, and Vision


• PTO


• 401(k) with company match


• Discounted orthodontic care for you and your family


• Ample growth & advancement opportunities


• Convenient office locations

Salary is UP to 80K annually based on prior experiences This is NOT a remote position but could be a hybrid potentially

Job Type: Full-time

Pay Rate: $25-$29 per hour based on skills and experience.

Job Location: In-person