Accounts Payable & Expense Specialist

Responsibilities

• Process and record vendor invoices accurately and timely, validating documentation, vendor details, payment terms, and approvals.
• Review invoices and employee expenses for appropriate general ledger, department, project, entity, and expense coding.
• Route invoices through approval workflows and follow up on outstanding approvals.
• Review employee expense reports for completeness, business purpose, policy compliance, receipts, and coding before reimbursement.
• Identify and resolve exceptions, duplicate submissions, missing documentation, and potential policy violations.
• Coordinate with Procurement and stakeholders to confirm purchase orders, contracts, receiving information, and supporting documentation.
• Respond to vendor and employee inquiries about invoice status, payments, expense submissions, reimbursements, and policies.
• Support payment runs, reconcile open items, and investigate aged or unusual balances.
• Maintain records and documentation for audit readiness, internal controls, and policy compliance.
• Participate in accounts payable and expense system implementations, testing, data validation, user acceptance testing, and change management.
• Improve workflows, controls, documentation, standardization, and automation, including AI-enabled finance operations.
• Prepare reports and metrics on invoice processing, approval aging, expense compliance, payment status, and process performance.
• Collaborate on accounting operations and finance projects.

Requirements

• Bachelor’s degree or higher in Accounting, Finance, Business, or a related field preferred.
• 3+ years of experience in accounts payable, employee expense administration, accounting operations, or a similar finance role.
• Experience processing vendor invoices and employee expense reports in a multi-entity or fast-paced environment.
• Working knowledge of accounts payable controls, invoice approval workflows, expense policies, and basic accounting principles.
• Experience with an ERP system and expense management or accounts payable automation tools.
• Strong attention to detail and accuracy.
• Ability to manage competing priorities, meet deadlines, and follow through on open items.
• Strong analytical and problem-solving skills, including researching discrepancies and resolving exceptions.
• Excellent written and verbal communication skills and a customer-service mindset.
• Proficiency with Excel or Google Sheets.
• Ability to handle confidential financial and employee information discreetly.

Nice-to-Haves

• NetSuite experience.
• Experience with PTP tools such as Zip or Ramp.
• Experience preparing reconciliations and operational reports.
• Comfort with system implementation, testing, and continuous improvement initiatives.
• Interest in applying automation and AI to finance processes while maintaining appropriate review and control standards.