Accounts Payable Specialist

The Accounts Payable Specialist is an important member of KPFF’s Accounting and Shared Services team, supporting accurate and timely financial operations across the firm. This role is responsible for processing vendor invoices and employee expenses, coordinating payments, maintaining vendor records, reconciling accounts and corporate credit card activity, and supporting month-end close and audit activities.

This position combines day-to-day Accounts Payable responsibilities with opportunities to contribute to the broader accounting function. The Accounts Payable Specialist will work closely with Project Cost Accountants, Shared Services team members, employees, and vendors to resolve questions, maintain accurate financial records, and support consistent accounting practices across KPFF’s multi-office organization.

The ideal candidate is detail-oriented, organized, and comfortable managing a high volume of activity while balancing multiple priorities. This role is well suited for someone who takes ownership of their work, enjoys solving problems, and is interested in continuing to build their accounting knowledge and experience.

Key Responsibilities

Accounts Payable Operations

• Process high-volume vendor invoices and employee expense reports accurately and efficiently.

• Review documentation, coding, approvals, and business purpose for compliance with company policies.

• Manage check runs, ACH payments, and payment reconciliation activities.

• Perform biweekly corporate credit card reconciliations, review card transactions for accuracy, coordinate coding corrections, and support cardholder compliance with company policies.

• Maintain accurate vendor records, including W-9 and W-8BEN documentation and tax reporting support.

• Assist with 1099 preparation and year-end vendor compliance activities.

• Research and resolve invoice, payment, expense, and vendor discrepancies in coordination with employees, vendors, and accounting team members.

Financial Records & Reconciliations

• Support month-end close activities and help ensure transactions are recorded accurately and within established timelines.

• Reconcile selected balance sheet and expense accounts and investigate variances or discrepancies.

• Maintain organized accounting records and supporting documentation.

• Assist with annual internal and external audits by preparing documentation and responding to information requests.

• Support the accuracy and integrity of financial records related to Accounts Payable and other assigned accounting activities.

Collaboration & Continuous Improvement

• Partner with Project Cost Accountants and Shared Services team members across the firm.

• Provide guidance and support related to expense reports, Accounts Payable processes, coding, supporting documentation, and payment questions.

• Communicate professionally and responsively with employees, vendors, and other stakeholders to research and resolve issues.

• Participate in process documentation and help maintain consistent Accounts Payable procedures.

• Identify opportunities to improve the efficiency, accuracy, and consistency of accounting processes.

• Support ongoing accounting system and process improvements, including testing or implementation activities as needed.