AP & Accounting Specialist
Assistantly is a talent placement company dedicated to connecting high-performing assistants and specialists with dynamic client businesses. We emphasize ownership, strong execution, and AI-enabled workflows to drive operational excellence for our partners. As an AP & Accounting Specialist, you will play a pivotal role in managing accounts payable and supporting general accounting operations for multiple entities. You will be responsible for optimizing AP workflows, ensuring compliance, and delivering exceptional service to both vendors and internal stakeholders. This position is ideal for professionals who thrive in fast-paced environments and are passionate about process improvement and technology-driven solutions. Key responsibilities include:
- Own end-to-end accounts payable processes, including invoice intake, GL coding, approval routing, and vendor payments via Ramp Bill Pay
- Manage and optimize Ramp platform configurations for corporate cards and AP workflows
- Code and classify expenses across multiple entities and business dimensions in Rillet
- Review and approve expenses for policy and accounting compliance
- Serve as the primary vendor contact for payment status and AP inquiries, proactively following up and resolving discrepancies
- Support employees with expense reporting and Ramp usage questions
- Manage the full vendor lifecycle, including onboarding, maintaining documentation, periodic reviews, and offboarding in coordination with Legal and Finance
- Collect and verify vendor tax documentation, leading annual 1099 filings in Ramp
- Implement automation for recurring transactions to streamline AP processes
- Support month-end close activities with AP accruals, journal entries, aging review, rollforwards, and balance sheet reconciliations
- Maintain organized audit and compliance documentation
- Assist the Accounting Manager and Senior Accountant on special projects and continuous workflow improvements
- 3+ years of experience in accounts payable, expense management, or accounting
- Proven experience owning end-to-end accounts payable processes from invoice intake through vendor payment
- Hands-on experience using Ramp (Bill Pay and Corporate Cards) for AP and expense management workflows
- Proficiency with accounting/ERP systems such as Rillet, QuickBooks Online, NetSuite, or Xero
- Working knowledge of GAAP, including GL coding, accruals, account reconciliations, and multi-dimensional accounting structures
- Experience supporting month-end close activities related to AP (accruals, journal entries, aging review, balance sheet reconciliations)
- Experience serving as a primary point of contact for vendors regarding payment status and accounts payable inquiries
- Experience supporting internal employees with expense reporting and corporate card/expense tool usage
- Experience coordinating with Legal and Finance stakeholders on vendor onboarding and compliance documentation
- Business-fluent English
- Ability to work US Pacific Time hours
Preferred Qualifications:
- Bachelor’s degree in Accounting, Finance, or Business
- CPA certification
- Experience in acquisition-related accounting work
- Accounting industry experience
- Paid US holidays
- Paid wellness days
- Health & wellness allowance
- Monthly profit sharing
- AI, Operations, and Leadership upskilling
- Dedicated Success Manager and long-term placement support
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