Accounts Payable Specialist

This is a fully remote position, open to applicants in United States.

📋 Description

• Take ownership of the complete invoice processing in Bill.com, including intake, GL coding, 2-way and 3-way PO matching, approval routing, and payment execution through ACH, wire, check, and international wire.

• Conduct monthly reviews and reconciliations of vendor statements; promptly identify and resolve discrepancies, duplicate payments, and open credits.

• Oversee payment runs on a regular schedule, ensuring all payments are appropriately authorized, documented, and recorded in Rillet, our GL system of record.

• Handle 1099 preparation and filing, maintaining W-9s and TIN documentation throughout the year, producing accurate 1099-NEC and 1099-MISC filings, and addressing IRS notices as necessary.

• Process invoices across various legal entities as international subsidiaries are integrated, applying the correct entity, currency, and intercompany treatment to each transaction.

• Assist in tracking prepaid schedules and AP accrual entries as part of the month-end close; flag unprocessed invoices and ensure that the books reflect actual obligations.

• Oversee the onboarding process for new vendors from start to finish — collecting W-9s and banking information, setting up vendor records in Bill.com, and verifying payment details prior to the first disbursement.

• Maintain the vendor master with up-to-date payment instructions, contact information, and tax documentation; periodically audit the vendor list to identify inactive or duplicate records.

• Act as the primary contact for vendor payment inquiries, providing accurate and timely responses while escalating disputes or discrepancies to the relevant internal stakeholders.

• Monitor and manage the AP inbox, triaging incoming invoices, statements, and vendor correspondence to ensure that nothing falls through the cracks.

• Oversee the employee expense reimbursement process in Navan, reviewing submissions for policy compliance, coding accuracy, and required receipts, while consistently approving or flagging exceptions.

• Manage the corporate card program in collaboration with Finance and HR, handling card issuance and termination, monitoring spending against policy, and reconciling card transactions monthly.

• Identify recurring policy violations or process inefficiencies and propose solutions to the Senior Accounting Manager, ensuring that the expense process improves each quarter.

• Prepare monthly T&E reporting and variance analysis for department heads and Finance leadership.

• Prepare and post AP accrual journal entries in Rillet, ensuring all invoices received but not yet processed are captured before close.

• Reconcile the AP subledger to the GL monthly, investigating and resolving any variances prior to closing the books.

• Review aged payables and unapplied credits, proactively resolving items before they exceed 60 days.

• Assist in the annual EY audit by preparing AP aging schedules, vendor reconciliations, payment support, and any other documentation requested by auditors.

⛳️ Requirements

• A minimum of 3 years of full-cycle accounts payable experience; prior experience in a high-growth tech company is highly advantageous.

• Demonstrated capability to manage a high volume of invoices while maintaining accuracy; you remain organized, consistently meet payment deadlines, and keep the queue clear.

• Practical experience with Bill.com or a similar AP automation platform (Tipalti, Airbase, or equivalent); familiarity with Bill.com is strongly preferred as that is our operational platform.

• Experience in administering a T&E or expense platform — Navan, Concur, Expensify, or similar; you have audited expense reports and enforced a policy, rather than merely processing reimbursements.

• Familiarity with a modern cloud ERP — Rillet, NetSuite, Sage Intacct, or equivalent; you understand how AP integrates into the general ledger and what constitutes a clean subledger.

• Proficient in Excel and Google Sheets; you are comfortable creating reconciliations, pivot tables, and AP aging analysis from scratch without needing a template.

• Working knowledge of 1099-NEC/MISC reporting requirements, W-9 collection, TIN matching, and the fundamentals of sales/use tax applicability.

• Comfortable enforcing expense policy; you can clearly communicate to an employee when their submission does not comply with policy and manage pushback effectively.

• Strong, proactive communication skills across functions — Finance, HR, Legal, and vendors all have different needs from AP, and you know how to adjust accordingly.

• High attention to detail and a genuine sense of ownership; you understand that AP errors can have downstream consequences for vendors, the close, and the audit, and you take this responsibility seriously.

• Experience with a procure-to-pay or spend management platform such as Zip, Coupa, Airbase, or Ramp.

🏝️ Benefits

• Unlimited PTO, 12 Holidays + 2 Floating Holidays.

• 100% coverage of premiums for Medical, Dental, and Vision.

• AD&D, Long-Term & Short-Term Disability, and Life Insurance (Standard & Supplemental options available).

• Empower 401K Plan.

• Additional perks for Learning & Development, Lifestyle Spending, In-Home Office Setup, Professional Memberships, WFH Meals, Internet Stipend, and more!