Accounts Payable Specialist

Full-Cycle AP Operations

• Own end-to-end invoice processing in Bill.com — intake, GL coding, 2-way and 3-way PO matching, approval routing, and payment execution via ACH, wire, check, and international wire
• Review and reconcile vendor statements monthly; identify and resolve discrepancies, duplicate payments, and open credits in a timely manner
• Manage payment runs on a consistent schedule; ensure all payments are properly authorized, documented, and recorded in Rillet (our GL system of record)
• Own 1099 preparation and filing — maintain W-9s and TIN documentation throughout the year, produce accurate 1099-NEC and 1099-MISC filings, and respond to IRS notices as needed
• Process invoices across multiple legal entities as international subsidiaries come online — apply the correct entity, currency, and intercompany treatment to each transaction
• Support prepaid schedule tracking and AP accrual entries as part of month-end close; flag unprocessed invoices and ensure the books reflect actual obligations

Vendor Management

• Onboard new vendors from end to end — collect W-9s and banking information, set up vendor records in Bill.com, verify payment details before the first disbursement
• Maintain the vendor master with current payment instructions, contact details, and tax documentation; audit the vendor list periodically to identify inactive or duplicate records
• Serve as the primary point of contact for vendor payment inquiries — respond accurately and promptly, and escalate disputes or discrepancies to the appropriate internal stakeholder
• Monitor and manage the AP inbox; triage incoming invoices, statements, and vendor correspondence so nothing falls through the cracks

T&E and Expense Management

• Administer the employee expense reimbursement process in Navan — review submissions for policy compliance, coding accuracy, and required receipts; approve or flag exceptions consistently
• Manage the corporate card program in coordination with Finance and HR — handle card issuance and termination, monitor spend against policy, and reconcile card transactions monthly
• Identify recurring policy violations or process friction and bring solutions to the Senior Accounting Manager — the expense process should get cleaner every quarter, not stay the same
• Prepare monthly T&E reporting and variance analysis for department heads and Finance leadership

Month-End Close

• Prepare and post AP accrual journal entries in Rillet; ensure all invoices received but not yet processed are captured before close
• Reconcile the AP subledger to the GL monthly; investigate and resolve any variances before books are closed
• Review aged payables and unapplied credits; proactively resolve items before they age beyond 60 days
• Support the annual EY audit by preparing AP aging schedules, vendor reconciliations, payment support, and any other documentation requested by auditors

Requirements

• 3+ years of full-cycle accounts payable experience; prior experience at a high-growth tech company is a strong plus
• Proven ability to manage high invoice volume without losing accuracy — you stay organized, hit payment deadlines consistently, and keep the queue clear
• Hands-on experience with Bill.com or a comparable AP automation platform (Tipalti, Airbase, or similar); Bill.com experience is strongly preferred
• Experience administering a T&E or expense platform — Navan, Concur, Expensify, or similar; you've audited expense reports and enforced a policy, not just processed reimbursements
• Experience with a modern cloud ERP — Rillet, NetSuite, Sage Intacct, or equivalent; you understand how AP flows into the general ledger and what a clean subledger looks like
• Strong Excel and Google Sheets skills — you're comfortable building reconciliations, pivot tables, and AP aging analysis from scratch without a template
• Working knowledge of 1099-NEC/MISC reporting requirements, W-9 collection and TIN matching, and the basics of sales/use tax applicability
• Comfortable holding the line on expense policy — you can tell an employee their submission doesn’t meet policy clearly and without drama, and you don’t cave under pushback
• Clear, proactive communication across functions — Finance, HR, Legal, and vendors all need different things from AP, and you know how to calibrate
• High attention to detail and genuine ownership mentality — AP errors have downstream consequences for vendors, the close, and the audit, and you take that seriously
• Experience with a procure-to-pay or spend management platform such as Zip, Coupa, Airbase, or Ramp

Preferred

• Multi-entity or multi-currency AP experience — you've processed invoices across legal entities and know how intercompany and FX coding work in practice
• Experience supporting a financial statement audit — you’ve prepared AP schedules, aging reports, and reconciliations for external auditors and know what clean documentation looks like