Accounts Payable Specialist

The Accounts Payable Specialist is responsible for the timely and accurate processing of vendor invoices, employee expenses, credit card transactions, and payment runs. This role supports the month-end close process, ensures compliance with company policies and internal controls, and works closely with Procurement, Finance, and global business teams.

Duties & Responsibilities:

• Invoice Processing
  
  
  • Review, validate, and process vendor invoices in accordance with company policies and PO/Item Receipt (3-way match) procedures.
    
  
  
  • Ensure appropriate account coding, cost center assignment, and approval routing.
    
  
  
  • Resolve discrepancies related to pricing, quantity, tax, and documentation.
    
  
  
  • Maintain accurate invoice records in the ERP system (e.g., NetSuite).
  
  


• Corporate Credit Card Management & Reconciliation
  
  
  • Collect, review, and validate monthly credit card transactions and receipts submitted by cardholders.
    
  
  
  • Ensure all transactions have complete documentation, correct account coding, and comply with T&E and procurement policies.
    
  
  
  • Perform monthly credit card reconciliations, investigate variances, and prepare adjusting entries if needed.
    
  
  
  • Coordinate with employees to resolve missing receipts, incorrect charges, or non-compliant spending.
    
  
  
  • Support integration or automation of credit card feeds into the ERP or expense system.
    
  
  


• Payments & Vendor Management
  
  
  • Prepare weekly payment runs (ACH, wire, international payments) and ensure approvals and accuracy.
    
  
  
  • Monitor vendor accounts to ensure timely payment and maintain strong vendor relationships.
    
  
  
  • Respond to vendor inquiries and support vendor onboarding (W-9, bank verification, tax forms, master data setup).
    
  
  
  • Reconcile vendor statements and resolve open or aged items.
    
  
  
  • Prepare, reconcile and file year-end Form 1099
    
  
  


• Employee Expense Processing
  
  
  • Review and process employee expense reports for policy compliance and required documentation.
    
  
  
  • Ensure timely reimbursement cycles and support the travel & expense system.
    
  
  
  • Support integration or automation of data feeds into the ERP or expense system.
    
  
  


• Month-End Close
  
  
  • Assist with AP accruals, cut-off testing, prepaid schedules, and account reconciliations.
    
  
  
  • Prepare AP and credit card reconciliation reports.
    
  
  
  • Support internal and external audit requests, ensuring documentation accuracy and completeness.
    
  
  


• Compliance & Controls
  
  
  • Maintain compliance with internal controls over invoice approvals, payment authorization, and credit card usage.
    
  
  
  • Maintain organized and audit-ready documentation.
    
  
  
  • Support process improvements, automation projects, and policy updates (AP, T&E, credit card program).
    
  
  
  • Assist with other ad-hoc projects as needed
  
  

Required Qualifications

• Bachelor’s degree in Accounting, Finance, or related field preferred.
  


• 2–4 years of AP experience, ideally in a global or technology company.
  


• Experience with ERP systems (NetSuite preferred) and credit card/expense systems (e.g., Concur, Expensify).
  


• Strong understanding of AP processes, vendor management, and credit card reconciliation.
  


• Proficient in Excel (VLOOKUP, pivot tables).
  


• Detail-oriented with strong communication and problem-solving skills.
  


• Multi-entity and multi-currency experience is a plus.