Accounts Payable Sr. Specialist

Job Summary:

The Accounts Payable Sr. Specialist is responsible for owning complex AP processes, ensuring high-quality execution of the procure-to-pay cycle, and acting as a subject-matter expert (SME) for invoice processing, payments, vendor management, and compliance.

This role provides advanced operational support, drives process improvements, and partners closely with Accounting, Procurement, and cross-functional stakeholders to enhance efficiency, accuracy, and controls within AP operations.

Detailed duties & Responsibilities:

Invoice Processing & Payments:

• Lead end-to-end invoice processing through Zip and NetSuite, ensuring complex, high-value, or exception-based invoices are validated, coded, and processed accurately.
• Process vendor invoices through Zip, ensuring timely matching with Purchase Orders (POs), and validating supporting documentation (Contracts/ SOWs).
• Compile global payment batches, ensuring compliance with payment schedules, cash-flow considerations, and internal controls.
• Oversee vendor statement reconciliations, resolving escalated issues, and preventing recurrence through root-cause analysis.
• Support the month-end and quarter-end close by providing assistance with AP accruals, validating outstanding liabilities, and ensuring all invoices are accounted for.

Vendor Management & Escalations Handling

• Own communication with the vendor through our AP inboxes, ensuring complete documentation such as W-9s, tax forms, and banking details, while driving compliance with global payables requirements.
• Manage escalated vendor and internal stakeholder inquiries, providing timely and accurate resolution.
  Monitor and triage AP-related inquiries, ensuring proper prioritization and identifying recurring themes to inform improvement opportunities.

Compliance & Documentation:

• Ensure compliance with internal financial policies and procedures, particularly in relation to payment and invoice processing, SOX compliance, and audit readiness.
• Maintain accurate and organized records of all accounts payable transactions to support audits and legal requirements.
• Assist in ensuring adherence to key performance indicators (KPIs) and service level agreements (SLAs) for invoice and payment processing.
• Monitor and maintain a list of urgent payments needed to be paid during upcoming payment runs.

Cross Functional Collaboration

• Partner with the Procurement team to identify and resolve invoices without purchase orders.
• Work with the Accounting team to align on the timing of close and meet deadlines.
• Lead or contribute to automation, data cleanup, system enhancement requests, and process standardization projects.
• Provide insights and reporting on AP metrics, highlighting trends, risks, and opportunities for operational efficiency.
  Ensure accuracy and integrity of procurement and payment-related data in Zip and NetSuite.
• Communicate with stakeholders to obtain invoice approvals for overdue invoices.

Leadership & Support

• Act as a point of contact for cross-functional teams when senior-level AP expertise is required.
• Take ownership of vendor management by clear communication and setting expectations with both vendors and internal stakeholders regarding payment status.

Requirements & Other skills:

• 5+ years of progressive experience in Accounts Payable or Finance Operations, with strong ownership of P2P cycles.
• Advanced experience with AP systems such as Zip, NetSuite, payment gateways, and ticketing tools (Zendesk, ServiceNow, etc.).
• Strong understanding of GL coding, accruals, tax requirements (VAT, GST, sales tax), and accounting controls.
• Proven ability to manage complex invoice scenarios, vendor escalations, and high-volume environments.
  Experience supporting month-end close, AP aging analysis, and resolving accounting discrepancies
• Analytical & Problem Solving: Able to independently resolve complex AP issues and identify root causes.
• Detail-Oriented & Accuracy-Driven: Ensures high-quality processing with minimal errors.
• Vendor & Stakeholder Management: Handles escalations professionally, provides clear communication, and manages expectations.
• Compliance & Controls Mindset: Ensures all transactions align with company policies, SOX requirements, and audit needs.
• Process Improvement: Identifies inefficiencies and helps drive standardization and automation.
• Collaboration & Influence: Works cross-functionally and supports team members through coaching and knowledge sharing.
• Independence & Ownership: Comfortable working with minimal supervision and taking responsibility for key outcomes.