Accounts Payable Specialist

Overview

This role involves managing full-cycle accounts payable (AP) operations within a fast-growing, global technology organization. The AP function handles a large and expanding vendor base, multi-currency transactions, and frequent inquiries from various departments. The position requires a highly organized, self-directed individual who can ensure timely, accurate processing of payments and vendor management without constant oversight.

Responsibilities

Full-Cycle AP Operations

• Manage end-to-end invoice processing using Bill.com, including intake, GL coding, PO matching, approval routing, and payment execution via ACH, wire, check, and international wire transfers.
• Review and reconcile vendor statements monthly; identify and resolve discrepancies, duplicate payments, and open credits promptly.
• Schedule and execute payment runs consistently, ensuring all payments are authorized, documented, and recorded in the general ledger system.
• Prepare and file 1099 forms, maintain W-9 and TIN documentation, and respond to IRS notices as needed.
• Process invoices across multiple legal entities and currencies, applying correct entity and intercompany treatments.
• Support prepaid schedule tracking and AP accrual entries during month-end close; flag unprocessed invoices to ensure accurate financial records.

Vendor Management

• Onboard new vendors by collecting W-9s and banking information, setting up vendor records, and verifying payment details.
• Maintain and audit the vendor master list to keep payment instructions, contact details, and tax documentation current.
• Serve as the primary contact for vendor payment inquiries, responding promptly and escalating issues appropriately.
• Monitor and manage the AP inbox to ensure timely handling of invoices, statements, and vendor correspondence.

Travel & Expense (T&E) and Expense Management

• Administer the employee expense reimbursement process using Navan, reviewing submissions for policy compliance and accuracy.
• Manage the corporate card program in coordination with Finance and HR, including card issuance, monitoring spend, and monthly reconciliation.
• Identify recurring policy violations or process inefficiencies and propose improvements.
• Prepare monthly T&E reporting and variance analysis for department heads and Finance leadership.

Month-End Close

• Prepare and post AP accrual journal entries; ensure all received invoices are captured before close.
• Reconcile the AP subledger to the general ledger monthly; investigate and resolve variances.
• Review aged payables and unapplied credits; resolve items before they age beyond 60 days.
• Support the annual external audit by preparing AP aging schedules, vendor reconciliations, payment documentation, and other requested materials.

Requirements

• Minimum 3 years of full-cycle accounts payable experience; experience in a high-growth technology company is a strong plus.
• Proven ability to manage high invoice volumes accurately and meet payment deadlines consistently.
• Hands-on experience with Bill.com or similar AP automation platforms (e.g., Tipalti, Airbase); Bill.com experience preferred.
• Experience administering T&E or expense platforms such as Navan, Concur, or Expensify, including auditing and enforcing expense policies.
• Familiarity with modern cloud ERP systems (e.g., Rillet, NetSuite, Sage Intacct) and understanding of AP integration with the general ledger.
• Strong skills in Excel and Google Sheets, capable of building reconciliations, pivot tables, and AP aging analyses from scratch.
• Working knowledge of 1099-NEC/MISC reporting, W-9 collection, TIN matching, and basic sales/use tax applicability.
• Ability to enforce expense policies clearly and professionally.
• Effective communication skills to collaborate with Finance, HR, Legal, and vendors.
• High attention to detail and ownership mentality to prevent AP errors and their downstream impacts.
• Experience with procure-to-pay or spend management platforms such as Zip, Coupa, Airbase, or Ramp.

Preferred Qualifications

• Experience managing AP across multiple legal entities and currencies, including intercompany and foreign exchange coding.
• Prior involvement supporting financial statement audits, including preparation of AP schedules, aging reports, and reconciliations.

Compensation & Benefits

• Estimated salary range: $100,000 - $150,000, depending on experience and location.
• Eligibility to participate in the organization's equity plan.

U.S. Benefits

• Unlimited paid time off (PTO), 12 holidays plus 2 floating holidays.
• 100% coverage of premiums for medical, dental, and vision insurance.
• AD&D, long-term and short-term disability, and life insurance (standard and supplemental options).
• 401(k) retirement plan.
• Additional perks including learning and development funds, lifestyle spending accounts, in-home office setup support, professional memberships, work-from-home meals, internet stipend, and more.

International Benefits

• Paid time off and benefits vary by country and are managed in partnership with a global employment provider.
• Additional perks for learning and career development, lifestyle spending, in-home office setup, professional memberships, work-from-home meals, and mental wellness app access.

Additional Perks

• $3,600 per year for work-from-home meals.
• $1,800 per year for professional enrichment (career development and memberships).
• $1,200 per year lifestyle spending account.
• $1,000 per year in-home office setup allowance (in addition to company-issued equipment).
• $74 per month internet reimbursement.
• Subscription to a mental health and wellness app.

Location

This is a globally distributed role with occasional travel required for company events and team offsites.

Equal Opportunity

The organization is an equal opportunity employer and does not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, disability, national origin, veteran status, or any other legally protected status. Employment decisions are based on qualifications, merit, and business needs. Reasonable accommodations are available upon request for individuals with disabilities.