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Accounts Payable Specialist

The Steely Group

Hybrid, Waltham, MA

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JOB DETAILS
SKILLS
Accounting, Accounting Close, Accounts Payable, Billing, Biotech and Pharmaceutical, Code Reviews, Communication Skills, Corrective Action, Detail Oriented, Documentation, ERP (Enterprise Resource Planning), Finance, Follow Through, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft Word, Oracle Fusion Middleware, Organizational Skills, Presentation/Verbal Skills, Pricing, Problem Solving Skills, Process Improvement, Purchasing/Procurement, Reconciliation, Sarbanes-Oxley Act (SOX), Time Management, Writing Skills
LOCATION
Hybrid, Waltham, MA
POSTED
30+ days ago
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.
  • Perform 2-way/3-way match, validate pricing, quantities, terms, tax, and supporting documentation.
  • 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:
  • Associate’s or Bachelor’s 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

About the Company

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The Steely Group