Accounts Payable Specialist

Responsibilities

• Process vendor invoices accurately and efficiently within NetSuite
• Prepare ACH, wire, and other electronic vendor payments
• Manage vendor onboarding, payment portals, W-9 documentation, and banking information
• Reconcile vendor statements and resolve outstanding invoices, credits, and payment discrepancies
• Monitor AP inboxes and respond to internal and external inquiries
• Review, audit, and process employee expense reports
• Serve as internal subject matter expert for the expense management platform
• Partner with site leaders and department managers for invoice and expense approvals
• Perform monthly corporate credit card coding and reconciliations
• Prepare and file annual 1099s for multiple legal entities
• Support audits, reporting requests, and compliance initiatives
• Identify opportunities to improve AP processes and system efficiencies

Requirements

• 4+ years of progressive Accounts Payable experience
• Experience preparing and filing annual 1099s
• Experience with expense management platforms (e.g., Emburse, Concur, Ramp, Expensify)
• Experience supporting multiple business entities or locations
• Strong understanding of AP processes, controls, and best practices
• Advanced attention to detail and organizational skills
• Strong Microsoft Excel skills
• Excellent communication and customer service skills
• Ability to learn new financial systems quickly
• NetSuite ERP experience preferred
• Experience with ACH, wire transfers, and electronic payments preferred
• Knowledge of accruals, fixed assets, and prepaid expenses preferred

About the Company

Headlands Research is a leading integrated clinical trial site organization with locations across the United States and Canada. Our mission is to improve lives by advancing innovative medical therapies, while making clinical research more accessible for patients and communities.