Accounts Payable Specialist

Overview

The organization is seeking a detail-oriented Accounts Payable Specialist to own the day-to-day accounts payable function and help modernize how payments, purchase orders, corporate cards, and vendor relationships are managed. This role supports broader finance needs as necessary, including stepping in to assist Accounts Receivable and collections.

Responsibilities

Accounts Payable & Payments

• Manage the full-cycle accounts payable process: receive, code, verify, and process vendor invoices accurately and on time.
• Administer and optimize the company’s spend-management and AP platform (e.g., Ramp or Rippling), including bill pay, approval workflows, and payment runs.
• Own corporate credit card administration: card issuance, spend controls, receipt capture, coding, and monthly reconciliation.
• Ensure proper approvals, GL coding, and supporting documentation for all disbursements; resolve discrepancies and payment issues promptly.

Purchase Orders & Procurement

• Manage purchase order functions end to end: creation, issuance, tracking, and three-way matching of POs, receipts, and invoices.
• Partner with department stakeholders to ensure spending is properly authorized and aligned with budget before commitments are made.

Vendor Management & Compliance

• Create and maintain accurate vendor profiles and master data within the AP/ERP system.
• Collect, verify, and track required vendor documentation, including W-9s and Certificates of Insurance (COIs), and follow up to keep records current and compliant.
• Support 1099 preparation and year-end reporting by maintaining clean, complete vendor records.

Automation & AI

• Champion the use of AI and automation to streamline invoice capture, coding, approvals, and reconciliation, reducing manual effort and error.
• Identify process improvement opportunities and help implement, test, and refine automated workflows within AP and spend tools.

Finance & AR Support

• Support broader finance function needs as required, including month-end close activities, accruals, reconciliations, and reporting.
• Assist Accounts Receivable and collections as needed, including customer follow-up, applying payments, and helping resolve outstanding balances.
• Respond to internal and vendor inquiries professionally and maintain strong working relationships across the organization.

Requirements

Required

• 2+ years of accounts payable, bookkeeping, or general accounting experience.
• Hands-on experience with a modern spend-management or AP automation platform such as Ramp or Rippling (or comparable platforms, e.g., Bill.com, Airbase, Brex), including corporate card management.
• Working knowledge of purchase order processes and three-way matching.
• Experience maintaining vendor records and collecting compliance documents such as W-9s and COIs.
• Strong attention to detail, organization, and accuracy with numbers and documentation.
• Comfort with technology and a genuine interest in using AI and automation to improve financial processes.
• Solid communication skills and the ability to work collaboratively with vendors and internal teams.

Preferred Qualifications

• Experience with general ledger / ERP or accounting systems (e.g., QuickBooks, NetSuite, Sage).
• Exposure to accounts receivable and collections processes.
• Familiarity with 1099 reporting and vendor compliance requirements.
• Associate's or Bachelor's degree in Accounting, Finance, or a related field, or equivalent practical experience.

Compensation & Benefits

• Not specified in the provided job description.

Location & Employment Type

• Location: [City, State] — [On-site / Hybrid / Remote]
• Employment type: Full-time