Accounts Payable Specialist

We are seeking a detail-oriented and proactive Accounts Payable Specialist to manage the full accounts payable cycle in a fast-paced e-commerce and retail environment. This role will be responsible for invoice processing, vendor management, payment execution, reconciliations, and supporting month-end close activities.

The ideal candidate is highly organized, comfortable handling high transaction volumes, and continuously looks for opportunities to improve processes through automation, technology, and AI-driven solutions. This position requires someone who can operate independently while maintaining strong communication with vendors and internal stakeholders.

Key Responsibilities

Accounts Payable Management

• Manage the end-to-end accounts payable process, including invoice entry, approval workflows, and payment scheduling.
• Process ACH, wire, and check payments accurately and on time.
• Perform monthly vendor statement reconciliations and resolve outstanding discrepancies.
• Match invoices to purchase orders and supporting documentation.
• Investigate and resolve payment disputes and invoice discrepancies.

Vendor Management

• Serve as the primary point of contact for vendor payment inquiries.
• Manage vendor onboarding and maintain vendor records.
• Collect and maintain required tax documentation, including W-9 forms.
• Send payment remittance notifications and maintain positive vendor relationships.
• Manage the annual 1099 preparation and issuance process.

Accounting & Reconciliation

• Review and apply accurate general ledger coding, including account, department, and class allocations.
• Ensure expenses are recorded in the correct accounting period.
• Reconcile the accounts payable subledger to the general ledger.
• Support month-end close activities, including AP accruals and journal entry preparation.
• Maintain accurate financial records and audit-ready documentation.

Systems & Process Improvement

• Ensure seamless synchronization between Bill.com and ERP systems.
• Identify opportunities to streamline AP workflows and reduce manual processes.
• Leverage automation and AI tools to improve efficiency, accuracy, and turnaround times.
• Assist with finance-related projects and operational improvements as needed.

• 4+ years of Accounts Payable experience.
• Bachelor’s degree in Accounting, Finance, or a related field.
• Strong understanding of accounting principles and AP processes.
• Hands-on experience with Bill.com.
• Experience working with Oracle NetSuite or a comparable ERP system.
• Strong Excel skills, including reconciliations and financial analysis.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and deadlines independently.
• Strong written and verbal English communication skills.

• Experience supporting e-commerce, retail, or consumer brands.
• Experience with Google Workspace.
• Familiarity with AI tools and automation platforms.
• Experience improving AP workflows and implementing process efficiencies.
• Audit support and year-end close experience.

• Bill.com
• Oracle NetSuite (or similar ERP)
• Microsoft Excel
• Google Workspace
• AI and workflow automation tools