Accounts Payable Specialist

Job Description

Job Description

Position Summary:

The Accounts Payable Specialist is responsible for managing the full-cycle accounts payable process for Wasteology Group, ensuring accurate and timely processing of vendor invoices, expense reimbursements, and payments. This role serves as a key financial steward, supporting operational efficiency across the organization by maintaining strong vendor relationships, enforcing internal controls, and contributing to accurate financial reporting. The ideal candidate brings a detail-oriented mindset, a proactive approach to problem-solving, and a commitment to process excellence in a fast-paced, growth-oriented environment.

Essential Functions :

Account Operations Support

• Process high-volume vendor invoices accurately and on time, ensuring proper coding to GL accounts, cost centers, and projects.
• Perform three-way matching (purchase order, receipt, invoice) and resolve discrepancies in a timely manner.
• Prepare and process weekly payment runs (ACH, check, wire) in accordance with vendor terms and cash flow priorities.
• Review and process employee expense reports in compliance with the company’s expense reimbursement policy.
• Maintain accurate vendor records, including W-9s, payment terms, and contact information.

Vendor & Service Coordination

• Serve as the primary point of contact for vendor inquiries regarding invoice status, payment timing, and account reconciliation.
• Reconcile vendor statements and resolve disputed charges or billing errors in coordination with operations and procurement teams.
• Collaborate with field operations and customer success teams to verify service delivery prior to invoice approval.
• Support vendor onboarding by collecting required documentation and ensuring compliance with company payment standards.

Data & Reporting

• Reconcile AP subledger to the general ledger on a monthly basis and assist with month-end close activities.
• Prepare aging reports and cash requirement forecasts to support treasury and financial planning functions.
• Assist in 1099 preparation and annual tax compliance filings for applicable vendors.
• Maintain organized and audit-ready documentation for all AP transactions in accordance with record-retention policies.

Process Improvement & Scaling

• Identify opportunities to streamline AP workflows and reduce cycle time through automation and standardization.
• Support the implementation and ongoing optimization of accounting and ERP systems as Wasteology scales its operations.
• Document and maintain AP procedures and internal controls, ensuring consistency as the team grows.
• Participate in internal audits and financial reviews, providing documentation and analysis as requested.

Qualifications:

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field; or equivalent work experience.
• Minimum 2 years of accounts payable or related accounting experience.
• Proficiency in accounting software (QuickBooks, NetSuite, or comparable ERP); strong working knowledge of Microsoft Excel.
• Strong attention to detail and ability to manage a high volume of transactions with accuracy.
• Excellent organizational and communication skills; ability to collaborate cross-functionally with operations, finance, and leadership teams.
• Demonstrated understanding of internal controls and AP best practices.

Preferred:

• Experience in the waste management, environmental services, or logistics industry.
• Familiarity with ADP, Bill.com, or similar payment/expense platforms.
• Experience supporting month-end close or working alongside a Controller in a multi-entity environment.
• Strong comfort with technology and a willingness to champion process improvements and system migrations.