The Accounts Payable Specialist is responsible for all areas relating to full cycle Accounts Payable processing, including timely and efficient processing of vendor invoices, payment of invoices within our SLA’s as well as account reconciliations. The ideal candidate will have experience owning the overall Accounts Payable cycle, including onboarding vendors, processing transactions, performing related month end close activities, and improving existing processes for better efficiency and accuracy.

Responsibilities Include:

  • Maintain overall Accounts Payable cycle, including processing transactions, performing related month end close activities, and improving existing processes for better efficiency and accuracy.
  • Own full-cycle accounts payable process, including onboarding new vendors, coding and processing invoices.
  • Ensures that all invoices are recorded and allocated correctly with sufficient evidence under the requirement of tax regulations, GAAP and company’s policy (approvals etc) in an efficient way in a timely manner.
  • Follow up on approval of invoices and  payments to vendors and ensure payments are within Company’s SLA’s.
  • Assist with researching/reconciling differences and communications with vendors/independent contractors.
  • Receive open invoices in and code to proper General Ledger accounts.
  • Reconcile various General Ledger accounts at month end.
  • Prepare and process year-end 1099 forms.
  • Maintain the accounts payable inbox in Zendesk and respond promptly and professionally to inquiries.
  • Coordinate with vendors in resolving payment discrepancies.
  • Assist in preparing weekly/monthly payment runs.
  • File and maintain vendor information, requesting and validating the appropriate W8/W9 forms and other information as required.
  • Perform month end reconciliations of accounts payable .
  • Support and execute ad hoc tasks and projects, as needed.

Preferred Qualifications:

  • Preferred 3+ years of experience in Accounts Payable.
  • Experience with accounting software and required.
  • Experience with Zendesk and Netsuite preferred.
  • Experience with Microsoft Excel and/or Google Sheets, Google Suite.
  • Ability to work a flexible part time schedule; typically Monday, Wednesday, Friday with availability on key reporting dates.
  • Work independently but also be a team player.
  • Strong customer service and client-facing skills.
  • Ability to work in a fast paced, performance driven environment.
  • Excellent analytical and problem-solving skills.
  • Exceptional organizational skills, judgment and business instincts.
  • Must comply with HIPAA rules and regulations.
  • Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers.
  • Computer proficiency (MS Office – Word, Excel, and Outlook).

Octave’s Company Values:

The below values drive our day-to-day operations.

  • We’re human beings first. We operate with empathy and kindness – with our clients, with our collaborators, and with ourselves.
  • People deserve better than status quo. We’re willing to tackle the intractable problems, no matter how big, because someone should. We ask big questions, we craft big solutions, and we challenge ourselves and others to make it happen.
  • No bystanders. No stars. No tourists. Each person has been selected to be here, and with that comes a responsibility to bring your expertise, share your ideas, and help make this company better.
  • Partnership paves the path ahead. We don’t operate in a silo, internally or externally. To transform the system, we believe in working with others to create something bigger, better, and stronger.
  • Quality is crucial at scale. Quality is core to our business, and we refuse to sacrifice it as we grow.
  • Progress is a process. In the pursuit of progress, we iterate, reflect, learn, adjust – and always leave things better than we found them.
  • There are people behind every data point. We recognize that numbers tell only one part of the story, and we also do the work to understand impacts at the individual level.

Physical Requirements:

  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to frequently communicate with others through virtual meeting applications such as Zoom and Google Meet.
  • Must be able to observe and communicate information on company provided laptop.
  • Move up to 10 pounds on occasion.
  • Must be eligible to work in the United States without sponsorship now or in the future.
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