Accounts Payable Specialist

Headlands Research is seeking an experienced Accounts Payable Specialist to join our centralized Accounting team. This fully remote role supports multiple entities across a growing organization and reports directly to the Director of Accounting.

The ideal candidate is highly organized, detail-oriented, and able to work independently with minimal supervision. This position requires strong problem-solving skills, a customer-service mindset, and the ability to quickly learn and become proficient in multiple financial systems. The successful candidate will regularly collaborate with employees across all levels of the organization and serve as a key resource for accounts payable processes, systems, and vendor management.

Duties & Responsibilities:

• Review and process vendor invoices in NetSuite
• Prepare and process ACH, wire, and other electronic vendor payments
• Manage vendor payment portals and vendor account setup
• Review vendor account statements and reconcile outstanding invoices, payments, and credits
• Monitor and manage multiple accounts payable email inboxes
• Process and review employee expense reports through the company's expense management system
• Act as a superuser for the company's expense management system, providing user support, training, and troubleshooting
• Collaborate with site and department leaders to obtain invoice and expense approvals
• Perform credit card coding and reconciliations
• Maintain vendor records, including W-9s, banking information, and payment details
• Prepare and file annual 1099s for multiple entities
• Assist with reporting, compliance requests, and special projects as assigned
• Assist with the development, documentation, and improvement of AP procedures and internal controls

Required Experience:

• 4+ years of accounts payable experience
• Experience preparing and filing 1099s
• Experience using and supporting an expense management system such as Emburse, Concur, Ramp, Expensify, or similar
• Experience supporting multiple entities, business units, or locations
• Strong understanding of accounts payable processes and controls
• Proficiency in Microsoft Excel
• Proven ability to learn, support, and troubleshoot financial systems
• Preferred Qualifications
• Experience with NetSuite
• Experience processing electronic payments, including ACH and wire transfers
• Foundational accounting knowledge, including prepaids, fixed assets, and accruals

Preferred Qualifications:

• Experience with NetSuite
• Experience processing electronic payments, including ACH and wire transfers
• Foundational accounting knowledge, including prepaids, fixed assets, and accruals