Accounts Payable Specialist (3-Month Contract / Temp-to-Hire)

Job Title: Accounts Payable Specialist (3-Month Contract / Temp-to-Hire)

Location: Madison, TN (On-site)

Employment Type: Temporary / Contract (3 Months with Possibility of Extension)

Schedule: Monday - Friday, 7:30 AM - 4:30 PM (40 hours/week)

About Us

Serving the dental community since 1905, Nashville Dental, Inc. (NDI) is a premier regional distributor dedicated to providing exceptional service, quality products, and seamless operational support. We are seeking an experienced Accounts Payable Specialist to join our team for a 3-month contract role, with potential for extension based on business needs and performance.

Job Summary

The Accounts Payable Specialist will manage full-cycle AP operations, complex vendor reconciliations, freight billing, and twice-weekly check runs. This role requires a detail-oriented professional with strong 3-way matching skills who can step in, navigate distribution accounting workflows, and maintain exceptional vendor relationships.

Key Responsibilities

• High-Volume Invoice Processing: Manage the centralized AP inbox; process daily purchase order (PO) invoices, non-PO invoices, and non-inventory operational billing (facility rent, utilities, telecom, maintenance).
• 3-Way Matching & Discrepancy Resolution : Perform 3-way matching (PO vs. receiving vs. invoice). Collaborate with Shipping, Receiving, and Service teams to resolve pricing, count, or documentation issues.
• Freight & Specialty Vendor Invoicing : Manage freight invoice processing across multiple logistics carriers (e.g., ABF, Old Dominion, Estes, South Eastern Freight). Process specialized and foreign currency vendor transactions.
• Payment Administration : Execute twice-weekly check runs (Mondays and Thursdays), coordinate wire and ACH payments, process BD checks, and manage vendor credit applications.
• Vendor & Statement Reconciliation : Review and reconcile complex, multi-page vendor statements. Set up new vendors, collect W-9 forms, and handle tax-exempt certificate requests.
• Expense Reports & Compliance : Review employee expense reports for policy adherence and assist with annual file maintenance and record retention.

Qualifications

• Experience : 3+ years of dedicated, full-cycle Accounts Payable experience (distribution, healthcare, or wholesale supply chain environment preferred).
• Software Expertise : Experience using Epicor Prophet 21 (P21) or a similar distribution/inventory ERP (e.g., NetSuite, SAP, Infor) is strongly preferred. Proficiency in Excel (multi-page reconciliations, spreadsheet processing) and timekeeping systems like Paylocity.
• Core Skills : Heavy experience in high-volume 3-way matching, freight carrier invoice resolution, and vendor statement reconciliations.
• Work Ethic : Strong attention to detail, proactive problem-solving ability, and capability to work independently in an on-site office setting.

Nashville Dental, Inc. is a family-owned company with a long history of supporting independent dental practices across the Southeast. While our roots go back more than a century, our focus is firmly on the future - combining trusted relationships, modern solutions, and a people-first mindset.

At Nashville Dental, Inc., we believe our success comes from our employees. We value collaboration, accountability, and respect, and we take pride in building long-term relationships - with our customers and with one another. Every role here plays an important part in helping dental practices deliver quality care to their patients, and we approach our work with integrity, teamwork, and a shared commitment to doing things the right way.