Accounts Payable Specialist

Position Summary

The Accounts Payable Specialist is responsible for managing the full Procure-to-Pay (P2P) cycle, ensuring timely and accurate processing of invoices, purchase orders, employee expenses, vendor payments, and vendor onboarding activities. This role plays a critical part in maintaining strong financial controls, supporting process improvements, and delivering exceptional service to internal stakeholders and external vendors.

Key Responsibilities

• Manage the full Procure-to-Pay (P2P) process, including purchase order processing, vendor invoice processing, employee expense reports, and oversight of Accounts Payable support staff.
• Administer the Accounts Payable mailbox, respond to vendor inquiries, and ensure remittance information is communicated promptly and accurately.
• Perform daily accounts payable operations, including vendor setup and maintenance, invoice processing, payment preparation, and annual 1099 reporting.
• Enter invoices into the accounting system, accurately code expenses according to the chart of accounts, match invoices to purchase orders, and obtain required approvals.
• Facilitate and monitor purchase requests, approvals, and purchase order workflows.
• Analyze invoices to identify discrepancies, errors, missing documentation, and approval issues, ensuring accurate and compliant processing.
• Assist internal departments and external vendors with inquiries, issue resolution, and customer service support.
• Review telecom invoices for unusual usage patterns and reconcile charges against telecom circuit inventories as needed.
• Document accounts payable processes and maintain supporting internal controls and audit documentation.
• Support internal and external audits by providing requested documentation and explanations.
• Lead and participate in P2P automation initiatives and continuous process improvement projects to increase efficiency and strengthen controls.
• Manage vendor onboarding activities, including collection and validation of W-9 forms and other required documentation.
• Assist with annual 1099 preparation, reporting, and filing activities.
• Ensure compliance with company policies, accounting standards, and regulatory requirements.

Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or an equivalent combination of education and experience.
• Extensive knowledge of full-cycle Accounts Payable processes and Procure-to-Pay workflows.
• Experience with NetSuite and P2P systems.
• Strong understanding of GAAP and accounting principles related to accounts payable.
• Proven ability to develop, implement, and maintain AP procedures, controls, and best practices.
• Exceptional attention to detail with a high degree of accuracy and organization.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong problem-solving, analytical, and reconciliation skills.
• Excellent verbal and written communication skills.
• Strong interpersonal skills with the ability to collaborate effectively across departments.

Key Competencies

• Accounts Payable Operations
• Procure-to-Pay (P2P) Management
• Vendor Relationship Management
• Financial Controls & Compliance
• Process Improvement & Automation
• Invoice Analysis & Reconciliation
• Audit Support
• Customer Service
• Attention to Detail
• Time Management & Organization