Accounts Payable Specialist

Who We Are

Muse Paintbar is a guided painting experience with 26 studios across the East Coast. Acrylic paint, easels, a bar and kitchen, and a few hundred people a week who show up, fully confident that they have no artistic ability whatsoever. They leave with a painting they're proud of and a good story. We're not a gallery, and we're not a classroom. We're a great night out that happens to involve a paintbrush.

Who You Are

You’re self-driven, organized, and detail-oriented. You’re comfortable managing deadlines, overseeing and implementing accounts payable processes, analyzing numbers, and keeping things moving for a multi-state organization. You’re proactive about identifying discrepancies, asking questions, and following through until an issue is resolved. You can work independently while also communicating clearly with vendors and internal teams, and you understand that accuracy, reliability, and organization are essential to keeping the business running smoothly.

The Role

The Accounts Payable Specialist is responsible for overseeing and coordinating our accounts payable function to ensure the accurate and timely processing of invoices, vendor payments, expense reimbursements, and related financial transactions. This position exercises discretion and independent judgment in resolving payment issues, analyzing vendor accounts, improving processes, and ensuring compliance with company policies and accounting standards.

The Accounts Payable Specialist serves as a key liaison between vendors and internal departments. This position reports to the Financial Controller and is remote-based in Georgia with occasional in-person meetings.

What You'll Own

Accounts Payable & Vendor Management

• Manage the day-to-day accounts payable process from invoice receipt through payment
• Manage the AP inbox, identifying and completing invoices while responding to general vendor correspondence
• Resolve complex invoice discrepancies, payment issues, vendor disputes, and reconciliation variances
• Review and maintain vendor records, including collecting required 1099 information
• Enter vendor invoices and payables into QuickBooks with accurate general ledger coding
• Review invoices and payment information for accuracy and completeness
• Communicate with vendors and internal teams to resolve discrepancies and ensure timely payment
• Maintain organized and accurate AP records
• Develop, document, and recommend improvements to accounts payable procedures and workflows to enhance efficiency and strengthen internal controls

Payment Processing & Cash Management

• Coordinate and process vendor payments through ACH, check, and vendor payment portals
• Post cash payments accurately in QuickBooks
• Prepare weekly cash funding reports to support cash flow planning and payment needs
• Prepare and maintain vendor-specific spreadsheets and reporting
• Ensure payment activity is accurately reflected in the general ledger
• Monitor accounts payable reports and recommend actions to optimize cash flow and maintain positive vendor relationships

Reconciliations & Financial Reporting

• Reconcile American Express activity and investigate discrepancies
• Support periodic audit and documentation requests
• Prepare vendor-specific reporting as needed
• Prepare and maintain the monthly rent schedule
• Coordinate AP activity and required documentation with the Financial Controller to support the monthly close schedule

Year-End

• Collect and maintain vendor information required for 1099 reporting
• Support the preparation and filing of annual 1099s
• Assist with year-end AP reporting and reconciliation as needed
• Other duties as assigned

The above is intended to describe the general content of and requirements for the position. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities of this job at any time. Muse Paintbar will provide reasonable accommodations to enable individuals to perform their essential job duties consistent with applicable law.

Muse Paintbar is an equal-opportunity employer committed to inclusion and diversity. As a proud equal opportunity employer, we do not discriminate based on race, color, national origin, religion, sex, sexual orientation, gender, gender identity or expression, age, marital status, mental or physical disability, military or veteran status, pregnancy, or any other protected characteristic.