Accounts Payable Specialist

Job Overview

The core purpose of this role is to own full cycle AP from invoice receipt through coding, approval routing, and payment. While making sure driver payments, employee expenses in Ramp, and vendor records in NetSuite and Bill.com are all clean, compliant, and reconciled. 

In practice, this person is the operational backbone that ensures vendors and drivers get paid correctly, that spend is coded and controlled, and that month-end close has trustworthy numbers to work from. Timely, accurate vendor payments keep our partners engaged. Disciplined expense and vendor management keeps our internal controls tight as we scale rapidly into new markets. This role is important because we run high volume AP in a fast-paced, rapidly growing company, so errors, bottlenecks, or a neglected AP inbox create real friction for internal teams, vendors, and drivers. This role safeguards policy compliance, vendor and expense management, and reliable month-end data.

This is a strong fit for someone with at least a couple of years of hands-on AP experience who's genuinely comfortable in automated AP and expense-management environments (Bill, Ramp, NetSuite exposure is ideal). The right person is an independent owner — they don't wait to be told what to do, they take responsibility for their queue, and they re-prioritize on the fly without losing accuracy. They're detail-oriented by nature, solid in Excel (VLOOKUP/XLOOKUP, SUMIF, IF, PivotTables), and understand how vendor bills and credits flow through the general ledger rather than just pushing transactions through.

This role is a good fit for a solution-oriented communicator who works well with both internal teams and outside vendors. A person who asks for clarification instead of guessing when something's unclear. Someone who thrives on order, likes untangling a payment or vendor account issues, and wants to make a visible impact in a high growth, mission driven company will do well here. It's probably not the right fit for someone who needs a slow, highly predictable environment or a lot of handholding.

What You'll Do

Start in the AP inbox. The specialist triages what came in overnight, internal questions from other teams, vendor emails, new invoices, and routes each one for resolution or handling it directly. This is the pulse of the job staying on top of a steady flow of requests and making sure nothing sits and goes stale.

The bulk of the day is full-cycle invoice work. That means taking invoices from receipt through coding, sending them through approval routing, and getting them queued for payment, all while double-checking that the coding is right. Alongside that, you support processing weekly driver payments, reconciling those charges against our internal software so the numbers match up. You also keep an eye on employee expenses in Ramp, checking that submissions are coded correctly, properly approved, and compliant with policy before they're reconciled.

A good chunk of any given day is problem solving. When an invoice doesn't match, a vendor account looks off, or a payment doesn’t go through cleanly, you investigate it, work it to resolution, and escalate to your manager when it's beyond your call. You're also maintaining vendor records in NetSuite and Bill setting up new vendors, updating details, creating credit memos when needed so our master data stays clean.

The rhythm shifts a bit depending on where we are in the month. Around month end close, more of their time goes to reviewing open invoices, analyzing vendor balances, and helping with AP month end close items. At year end,1099 preparation for filings and throughout you'll pick up ad hoc projects as they come up.

 

Requirements:

• At least 2+ years of experience in Accounts Payable
• Experience working with automated AP and expense management workflows required. 
• Solid understanding of how vendor bills and credits impact the general ledger. 
• Ability to work the working hours: Start 9am Pacific time / 12am Philippines time

Technical skills/knowledge:

• Proficiency in Microsoft Excel required (VLOOKUP, XLOOKUP, SUMIF, IF, PivotTables). 
• Bill experience preferred. 
• Ramp or similar corporate expense management platform experience preferred 
• NetSuite experience a plus. 

Non-technical skills/qualities

• Adaptability. We're growing rapidly, so processes, tools, and volumes shift. Someone who stays flexible and rolls with change, rather than needing everything stable and predictable. They work independently and own their responsibilities. 
• Excellent communicator with internal teams and vendors, solution oriented and asks for clarification when information is unclear. 
• Strong analytical skills and attention to detail across invoices, payments, and vendor records. 
• Collaboration and reliability as a teammate. Much of the work touches other people routing inquiries, supporting your manager on ad hoc projects. Being someone teammates can count on matters as much as individual output.

 

Success Metrics

This year: what does success look like in this role this year?
You have mastered the rhythm of the role, including the seasonal parts. You have been through several month-end closes where your contribution (open invoices reviewed, vendor balances, and expense management review/compliance) is dependable, and ideally a full year-end 1099 / W-9 cycle handled cleanly. You're a communicator other teams and vendors like working with. You have moved from just processing transactions to improving how the work gets done, spotting a recurring problem and fixing the process behind it, and taking on ad hoc projects from your manager without needing to be walked through them.

Next year: what does success look like in this role next year?
This looks like expanding scope and impact. Having mastered the core role, you take on more complex or higher value work, leading a process improvements or system projects, becoming the team's go to in a particular area (vendor management, driver reconciliation, expense compliance). This is where I'd look for someone stepping up as a stronger individual contributor and positioning themselves for more responsibility.

Your First 90 Days

You should know how invoices flow through coding, approval, and payment at Airspace; be comfortable working in Bill and Ramp; understand our vendor base and the weekly driver payment cadence; and have taken real ownership of the AP inbox. Success looks like accurate, on time full cycle invoice processing and driver payments handled independently, with good clarifying questions along the way. Not expecting full speed yet, rather reliable accuracy and someone who no longer needs each task handed to them.

Your First 180 Days

You are running the core job without oversight. Invoices, driver payments, and Ramp expenses are accurate, on time, and coded correctly, with no chronic backlogs. The AP inbox stays current. Vendor records in NetSuite and Bill are clean. You investigate and resolve invoices, vendor, and payment issues themselves, escalating only what genuinely needs it. The clearest signal at this point is that your manager stopped checking your work. You own your queue and your manager trusts the output. 

 

 

Compensation range: $12,000 - $13,000 USD anually