The Accounts Payable Specialist is responsible for high-volume, accurate processing of supplier invoices from receipt through posting and payment, with a strong focus on mailbox management and resolving exceptions that prevent timely payment.
This role researches and clears invoice issues such as PO/receipt mismatches, price/quantity variances, missing approvals, tax concerns, and vendor master discrepancies by partnering with Procurement, Receiving, and business stakeholders.
The specialist ensures transactions are recorded in accordance with internal controls and policies, maintains clear documentation of issue resolution, and supports month-end close activities as needed.
Key Responsibilities:
Payment Support, Vendor Service & Close - 40%
Support payment runs by reviewing aging, confirming payment holds/releases, and responding to urgent payment requests.
Respond to vendor inquiries, provide remittance details, and maintain professional communication and follow-through.
This includes assisting with managing various dedicated AP mailboxes
Assist with month-end close tasks such as AP reporting, accrual support, and reconciliation activities as assigned.
Invoice Processing & Posting (High Volume) - 30%
Receive, review, and accurately code invoices (PO and non-PO) in accordance with policy and internal controls.
Ensure proper GL/department/project coding and compliance with approval matrix; route for approval as needed.
Exception Management & Issue Resolution - 30%
Investigate and resolve invoice holds and discrepancies (e.g., PO/receipt mismatches, price/quantity variances, duplicate invoices, missing approvals, vendor master issues).
Partner with Procurement, Receiving, requesters, and suppliers to obtain missing information and drive timely resolution.
Document root cause and corrective actions; recommend process improvements to reduce recurring exceptions.
Other duties and responsibilities as assigned
Requirements / Qualifications:
Associates or Bachelors Degree in Business, Accounting, Finance, or a related field (or equivalent experience)
5+ years of progressive accounts payable experience, including high-volume invoice processing.
Demonstrated experience resolving invoice exceptions (PO/receipt mismatches, pricing variances, approvals, vendor setup issues) with a strong sense of urgency.
Strong understanding of AP controls and fundamentals (2-way/3-way match, invoice coding, tax basics, duplicate prevention).
Highly proficient with Oracle Fusion and Microsoft Office Suite (Outlook, Word, and Excel)
Strong written/verbal communication skills and the ability to effectively partner with internal stakeholders and external vendors.
Strong organizational skills and attention to detail
Ability to work independently in a fast-paced environment while meeting deadlines and maintaining accuracy.
Preferred Capabilities:
Experience in biotech, pharmaceutical, or other highly regulated industries
Prior experience in a public company environment
Familiarity with SOX controls and audit support
Experience with invoice imaging/workflow systems and other ERP workflows (eg. Oracle, SAP, Workday, Netsuite, Dynamics) a plus
Numbers & Facts
Location
Hybrid, Waltham, MA
Skills
Accountingunmatched
Accounting Closeunmatched
Accounts Payableunmatched
Billingunmatched
Biotech and Pharmaceuticalunmatched
Code Reviewsunmatched
Communication Skillsunmatched
Corrective Actionunmatched
Detail Orientedunmatched
Documentationunmatched
ERP (Enterprise Resource Planning)unmatched
Financeunmatched
Follow Throughunmatched
Microsoft Excelunmatched
Microsoft Officeunmatched
Microsoft Outlookunmatched
Microsoft Wordunmatched
Oracle Fusion Middlewareunmatched
Organizational Skillsunmatched
Presentation/Verbal Skillsunmatched
Pricingunmatched
Problem Solving Skillsunmatched
Process Improvementunmatched
Purchasing/Procurementunmatched
Reconciliationunmatched
Sarbanes-Oxley Act (SOX)unmatched
Time Managementunmatched
Writing Skillsunmatched
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