Accounts Payable Specialist

We are looking for a sharp, detail-oriented Accounts Payable Specialist to join our finance team. Our AP function is scaling quickly: processes are actively evolving and becoming more standardized as we grow, so we need someone who can execute reliably today while helping us build a better process for tomorrow.

The ideal candidate thinks on their feet, is not afraid to ask questions, operates on a “trust but verify” mindset, and leans on documentation and available resources rather than guessing. Just as importantly, they can see past our current processes and spot opportunities to improve them. This is a high-volume, hands-on role for someone who thrives in a dynamic environment and wants ownership over how AP runs.

Key Responsibilities:

• High-volume AP processing. Process a high volume of invoices accurately and on time across inventory, capital expenditures, services, software, prepaids, and other categories, in a fast-paced environment.
• PO and non-PO invoice handling. Perform two-way and three-way matching for PO-based invoices, and apply sound judgment to non-PO invoices to determine correct treatment (e.g., fixed assets such as office and lab equipment, prepaids such as leases and subscriptions, or operating expenses such as events, sponsorships, and services).
• Vendor setup & onboarding. Set up and onboard new vendors, collect and verify required documentation, and maintain accurate, well-documented vendor records.
• Cards & reimbursements. Process employee credit card transactions and expense reimbursements, ensuring proper coding, receipts, and policy compliance.
• GL coding across entities. Code invoices to the correct GL and sub-accounts across multiple entities, cost centers, departments, and locations — using documentation as guidance while exercising critical thinking on exceptions.
• Leverage automation. Use our OCR and AP automation tooling (Ramp) to review prepopulated fields, while ensuring manual accuracy and compliance before anything posts.
• Resolve exceptions. Research, document, and resolve complex items such as intercompany chargebacks and transactions that don’t fit standard templates.
• Document decisions. Take detailed notes on coding decisions and field definitions to support consistency, knowledge sharing, and repeatable processes as we standardize.
• Improve the process. Identify gaps and inefficiencies in current workflows and proactively recommend improvements as the AP function matures and centralizes.
• Collaborate efficiently. Collaborate with teammates to resolve open questions efficiently, batching items for supervisors rather than resolving everything ad hoc.
• Month-end close. Support month-end close activities as needed, including reconciliations and reporting.

Qualifications:

• 3+ years of accounts payable experience; experience in a high-volume or multi-entity environment strongly preferred.
• Hands-on experience with both two-way / three-way matching and non-PO invoice coding.
• Experience setting up and onboarding vendors.
• Strong understanding of expense coding, accruals, prepaids, and fixed assets.
• Ability to navigate complex GL structures and apply critical thinking to new or unusual transactions while using internal documentation and policies as guidance.
• Excellent organizational skills, with a habit of documenting decisions and processes.