We're seeking a detail-oriented AP Specialist with a strong focus on Accounts Payable to join our fast-growing team. The ideal candidate will have experience with the full AP cycle, including invoice review and coding, purchase order compliance, and vendor management. This role is critical to ensuring that all company funds are disbursed accurately and timely, in accordance with generally accepted accounting principles, while maintaining strong internal controls and compliance with company policy.

Responsibilities

• 1. Invoice Processing & Coding
• Review invoices, statements, credit memos, and vendor agreements for accuracy and completeness.
• Verify the correct expense account and department before coding invoices.
• Manually code vendor invoices and match them to the appropriate purchase order (PO), where applicable.
• Escalate invoice coding discrepancies or questions to the Controller.
• Enter approved invoices into Oracle NetSuite, attaching all required supporting documentation.
• Monitor the shared Accounts Payable inbox to ensure invoices are processed promptly.
• Follow up with department leaders when required documentation is missing.
• 2. Purchase Order & Requisition Compliance
• Support the purchase requisition process within NetSuite.
• Ensure purchase requests follow the appropriate approval workflow based on approval thresholds.
• Verify invoices match approved purchase orders when required.
• Communicate with vendors to ensure purchase order numbers are referenced on submitted invoices.
• Promote compliance with the company's purchasing policies.
• 3. Vendor Management
• Collect and maintain required vendor documentation, including: ○ IRS Form W-9 ○ Taxpayer Identification Number (TIN) ○ ACH payment information ○ Independent contractor agreements (where applicable)
• Ensure vendors meet all documentation requirements before payment is issued.
• Maintain accurate vendor records and payment preferences (ACH, wire transfer, or check).
• Review documentation supporting advance vendor payments, including taxes, freight, handling charges, and business justification.
• 4. Financial Reporting & Reconciliation
• Prepare and monitor Accounts Payable aging reports.
• Support month-end and year-end closing activities related to Accounts Payable and accrued liabilities.
• Assist in preparing monthly, quarterly, and annual financial reports related to AP and cash disbursements.
• Help ensure timely and accurate reconciliation of Accounts Payable balances.
• 5. Compliance & Internal Controls
• Follow company policies regarding segregation of duties for invoice submission, approval, coding, and payment.
• Maintain organized, audit-ready documentation for invoices, purchase requests, and payment records.
• Ensure compliance with internal controls and accounting policies.

Requirements

• Bachelor's degree in Accounting, Finance, or a related field.
• Minimum 3 years of accounting experience, with strong exposure to: ○ Full-cycle Accounts Payable ○ Purchase Order (PO) compliance ○ Vendor management
• Strong understanding of Accounts Payable processes and purchase order controls.
• Experience managing vendor documentation and relationships.
• High attention to detail with excellent invoice coding accuracy.
• Strong organizational and time management skills.
• Effective communication skills with internal stakeholders and external vendors.
• Proficiency in Oracle NetSuite (preferred) or similar accounting software.
• Advanced Microsoft Excel skills.
• Ability to work independently while meeting deadlines.
• Ability to maintain confidentiality of financial information.