Job Overview

Our client is looking for a Sage Accounts Payable Specialist to process vendor invoices, manage payment batches, and handle accounting duties across a portfolio of dispensary clients.

Schedule: Monday - Friday, Flexible within New York, NY work hours EST (40 work hours per week)

Responsibilities

• Process vendor invoices for a portfolio of 15–20+ dispensary clients, received via email and invoice-submission portal.
• Code and enter invoices in Sage, matching amounts, vendors, and store entities correctly the first time.
• Prepare weekly vendor payment batches (ACH) by store, and circulate for GM/owner approval before submission.
• Track invoice status end-to-end (new, due, paid, revised, and overdue) and proactively chase missing invoices or approvals so nothing slips past terms.
• Own the overdue-invoice queue: follow up directly with vendors and store contacts, resolve discrepancies, and escalate anything that cannot be resolved within a few days.
• Maintain accurate, audit-ready vendor files, including W-9s and banking details.
• Prepare sales tax filings for dispensary clients on a quarterly basis (with monthly progress review).
• Keep the shared AP and bank-transaction folders (by store) current and organized.
• Use AI and automation tools to speed up invoice capture, coding, status tracking, and routine vendor follow-up, reviewing every output for accuracy before it is posted or sent.
• Support month-end AP close: accruals, open-invoice reconciliation, and tie-outs against bank activity.
• Flag cash-timing issues, unusual vendor activity, or documentation gaps to the Accounting Team Lead.
• Support the Accounting Manager as they help onboard new stores and vendors onto the AP portal, and train store staff on how to submit invoices.
• Support any other finance and accounting-based projects or tasks assigned by the Accounting Lead or Accounting Manager.

Requirements

• 3+ years of accounts payable, bookkeeping, or general accounting experience; multi-entity, multi-location, or franchise/retail experience is a strong plus.
• Comfortable managing a high volume of invoices and payments across many separate entities independently without losing accuracy.
• Working knowledge of Sage (or similar accounting software); Excel/Google Sheets proficiency required.
• Hands-on experience with AI and automation tools (or clear enthusiasm for picking them up quickly) and a track record of using them to improve processes and drive efficiency.
• A genuine willingness to learn how to use AI and automation responsibly in day-to-day execution: knowing where the tools help, verifying their output against source documents, and escalating rather than guessing when something looks off.
• Excellent attention to detail and follow-through: you close loops instead of letting things sit.
• Clear, professional written communication; comfortable emailing vendors and store GMs directly to resolve issues.
• Organized and self-directed; able to juggle deadlines across many clients in a fast-paced, small-team environment.
• Experience with retail POS/back-office systems (Alleaves, Flowhub, Dutchie) is a plus, not required.
• Interest in or familiarity with the alternative medicine industry is a plus; willingness to learn New York state alternative medicine compliance basics as they relate to vendor and financial recordkeeping.

Independent Contractor Perks

• Health Insurance Coverage for eligible locations
• Permanent work from home
• Immediate hiring

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.