Accounts Payable Specialist with Office Administrative duties

Voss Equipment is seeking a reliable, detail-oriented Accounts Payable Specialist/Receptionist to support our accounting team while serving as the professional first point of contact for visitors and callers. This role plays a critical part in maintaining accurate accounts payable records, supporting internal departments, and ensuring smooth front-office operations. The ideal candidate is organized, dependable, customer-focused, and comfortable balancing accounting responsibilities with general office and reception duties in a fast-paced, team-oriented environment.

Key Responsibilities

Accounts Payable & Accounting Support

• Prepare, review, code, and process vendor invoices for payment
• Verify invoice accuracy against purchase orders and supporting documentation
• Maintain organized files for open, closed, and historical invoices
• Set up and maintain vendor accounts and documentation
• Process weekly check runs and payment scheduling
• Reconcile vendor statements and assist with monthly account reconciliations.
• Assist with month-end and year-end accounting processes
• Maintain accurate accounting records through filing, scanning, and document management
• Support internal & bank audits and compliance with company procedures

Reception & General Office Support

• Serve as the main receptionist and switchboard operator
• Answer and route incoming calls in a professional and courteous manner
• Greet visitors and manage front-office traffic
• Process and distribute incoming and outgoing mail and deliveries
• Coordinate shipping and receiving of office materials and equipment
• Order and maintain office supplies
• Maintain Copiers
• Trucking Department Invoicing
• Perform other duties as assigned to support office operations

Qualifications & Skills

Required Skills

• Strong organizational and time management skills with attention to detail
• Ability to prioritize tasks and manage multiple responsibilities
• Excellent written and verbal communication skills
• Proficiency with spreadsheets, word processing, email, and general office technology
• Professional demeanor when interacting with customers, vendors, and employees

Preferred Experience & Education

• Two or more years of accounts payable, bookkeeping, or accounting support experience preferred
• Prior experience in an office or receptionist role preferred
• High school diploma required; additional education or accounting coursework is a plus

Physical & Work Requirements

• Prolonged periods of sitting/standing and working at a computer
• Occasional light lifting (up to approximately 20 lbs.)
• Ability to operate standard office equipment