Accounts Payable Specialist, Coupa

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

📋 Description

• Oversee the onboarding and maintenance of vendors, including the collection and verification of banking details and tax documentation.

• Assist vendors with the account setup process in Coupa.

• Act as the main contact for vendor inquiries via phone and email; manage escalations from start to finish.

• Prepare and reconcile accounts payable aging reports and vendor statements, addressing outstanding items.

• Ensure vendor master data is accurate and ready for audits.

• Accurately and promptly process vendor invoices using the Coupa platform.

• Review, validate, and match purchase orders, receipts, and invoices for goods and service POs.

• Oversee the complete invoice lifecycle, including coding, approvals, exception management, and payment processing.

• Monitor Coupa invoice queues, approval workflows, and aging reports.

• Utilize knowledge of sales/use tax during invoice reviews and flag relevant tax items.

• Set up and process payment batches in Coupa; apply credit memos, manage adjustments, and handle partial payments.

• Investigate and resolve discrepancies in invoices, payment concerns, and vendor inquiries with business stakeholders.

• Assist in annual 1099 reporting and ensure tax compliance.

• Review, complete, and communicate W-9/W-8 requirements to vendors.

• Process and review employee expense reports.

• Support the corporate credit card program, including providing assistance to cardholders and reviewing transactions.

• Assist with travel booking systems and related billing/expense reconciliation.

• Prepare month-end reconciliations for accounts payable and credit card accounts.

⛳️ Requirements

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred; equivalent experience may be considered.

• 5+ years of progressive experience in Accounts Payable.

• Experience in a biotech, life sciences, or public company setting preferred.

• Proven experience with vendor management systems such as Coupa CSP/SIM or similar for onboarding, maintenance, and data governance.

• Required hands-on experience administering and processing invoices within Coupa.

• Strong grasp of procure-to-pay processes.

• Experience with expense management and corporate credit card platforms, including support for cardholders and reconciliation.

• Working knowledge of 1099/W-9/W-8 requirements and entity classifications.

• Solid understanding of sales/use tax as it relates to Accounts Payable.

• Proficiency in Microsoft Excel, including Pivot Tables, VLOOKUP/XLOOKUP, and data analysis skills.

• Knowledge of GAAP and internal control standards associated with Accounts Payable.

• Excellent organizational skills with a keen attention to detail and accuracy.

• Strong written and verbal communication skills, along with a customer-service-oriented approach.

• Comfortable managing vendor escalations independently.

• Ability to juggle multiple priorities in a dynamic environment while adhering to deadlines.

• Preferred experience in biotechnology, pharmaceuticals, life sciences, medical devices, or other regulated industries.

• Preferred experience with SOX-compliant public companies.

• Preferred familiarity with NetSuite or other ERP systems.

• Preferred experience with Coupa expense management modules.

• Preferred experience with travel booking platforms.

• Preferred knowledge of OCR invoice automation tools and AP workflow optimization.

• Preferred understanding of international invoice processing, VAT, and foreign currency transactions.

🏝️ Benefits

• Possibility of contract extension depending on business requirements.

• Flexible remote work arrangement.

• 40 hours per week.