Payroll and Accounts Payable Specialist

Audax Group - Boston, MA

Full-time

Boston, MA

251-500 employees

Personal and Laundry Services

About the position

The Payroll and Accounts Payable Team at Audax Group is responsible for managing the payroll, accounts payable, and travel and expense (T&E) processes across the firm. The Accounts Payable and Payroll Specialist plays a crucial role in ensuring timely and accurate payments and reimbursements to both outside vendors and employees. This position requires a detail-oriented individual who can handle multiple tasks in a fast-paced environment while maintaining a high level of accuracy and efficiency. In this role, the specialist will be responsible for processing invoices and payments, ensuring that all transactions are correctly classified in the accounting system (NetSuite). The specialist will coordinate with third-party administrators to ensure that all supporting documentation, such as invoices and approvals, is submitted in a timely manner and in compliance with company policies. Additionally, the specialist will oversee the processing of accounts payable and T&E expense reports, providing assistance during peak periods and for urgent payments. The position also involves collaboration with external consultants, executive assistants, and suppliers to resolve discrepancies and obtain missing information related to invoices and expense claims. The specialist will assist in preparing the multi-state semi-monthly payroll and bonus payments, as well as preparing payroll journal entries and conducting reconciliations across multiple legal entities. Coordination with Human Resources is essential for managing payroll matters related to new hires, terminations, salary changes, tax withholdings, and employee relocations. Moreover, the specialist will be responsible for maintaining accurate files and documentation, reviewing vendor statements, and responding to inquiries related to payments and accounts payable. The role supports month-end close activities, including journal entry preparation and balance sheet reconciliations, while adhering to strict deadlines. The specialist will also assist the Accounts Payable Manager and Financial Administration department with various ad-hoc projects as needed.

Responsibilities

• Responsible for invoice processing and review; processes ACH/wire/check payments to outside vendors and employees of Audax.
• Ensure that all payments are entered and classified to the correct department and GL in NetSuite.
• Coordinate various work streams with third party administrator, ensuring that supporting documentation (invoices, approvals, etc.) is delivered timely and in accordance with policy.
• Oversee accounts payable and T&E expense report processing, including assisting during peak times and for one-off emergency payments.
• Work with external consultants, executive assistants, and suppliers to resolve discrepancies or obtain missing information on invoices and expense claims.
• Assist in the preparation of our multi-state semi-monthly payroll as well as bonus payments among three offices in the US.
• Prepare semi-monthly payroll journal entries and assist with monthly/quarterly payroll reconciliations across multiple legal entities.
• Coordinate with Human Resources on payroll matters related to new hires, terminations, changes in salary, tax withholdings, deductions, benefit changes, leave of absences and employee relocations via our payroll system (Ceridian Dayforce).
• Review and reconcile vendor statements to ensure all invoices have been received.
• Respond to all payment and general AP inquiries and resolve matters with accuracy and efficiency.
• Maintain files and documentation thoroughly and accurately, in accordance with company policy and generally accepted accounting practices.
• Review and process travel and expense reports.
• Verify, remit and finalize the transmission of employee deductions for the 401(k) & FSA Plan to the appropriate vendors.
• New vendor setup in system, verification and authentication of vendor payment details.
• Support month-end close, including preparation of journal entries and balance sheet reconciliations, and adhere to month-end closing deadlines.
• Support Accounts Payable Manager/Financial Administration department on miscellaneous/ad-hoc projects.

Requirements

• 3-6 years of experience in public accounting or accounts payable
• BA/BS degree, with an excellent GPA; major in Accounting preferred
• Proficiency with NetSuite and Concur a plus
• Systems and time tracking experience with Replicon and Ceridian a plus
• Very detail-oriented and well organized
• Ability to work independently in a fast-paced environment and handle multiple projects at once
• Creative thinker who is interested in improving process and enjoys taking initiative
• Excellent verbal and written communication skills