WFH - Senior Accounts Payable Specialist (NetSuite | Coupa | Navan)

Overview:

Our client is seeking a proactive, detail-oriented Senior Accounts Payable Specialist (NetSuite | Coupa | Navan) to join its finance team on a temporary, full-time basis. This role is best suited for a professional who can take ownership of a high-volume workflow with minimal supervision, communicate clearly across stakeholders, and keep work moving without needing repeated follow-up. The ideal candidate is not only accurate in processing invoices, but also highly responsive, organized, and comfortable driving follow-up across vendors, procurement, IT, and internal stakeholders. Experience with NetSuite is strongly preferred. Experience with Coupa, Navan, or similar systems is an advantage.

Schedule: Monday to Friday, 8:00 AM to 5:00 PM Pacific Time (5 days a week)

Responsibilities:

Accounts Payable Ownership

• Own day-to-day accounts payable operations from intake through resolution with a high level of accuracy, urgency, and accountability

• Review, validate, code, and process supplier invoices and related documentation in line with company policies and approval controls

• Manage assigned AP ticket queues and help maintain ticket volumes within agreed operational targets

• Track invoices through the approval process and proactively follow up on missing purchase orders, approvals, supporting documents, and payment setup requirements

• Follow through on open items independently rather than waiting for reminders or direction

• Maintain complete and organized records of vendors, invoices, approvals, payments, and supporting documentation

• Review vendor statements, identify discrepancies, and investigate missing documentation, duplicate invoices, unmatched transactions, or delayed approvals

• Respond to vendor and internal stakeholder queries promptly, professionally, and clearly

• Escalate blockers, aging items, unusual transactions, system access issues, and process risks early and to the appropriate stakeholders

Expense reimbursements and related processing

• Prepare and post weekly cash journal entries for reimbursed expense activity, including Navan-related transactions or equivalent expense workflows

• Follow up with stakeholders for missing bank details, receipts, cost centers, and other required reimbursement documentation

• Ensure reimbursement-related entries and records are complete, timely, and audit-ready

Systems, controls, and workflow management

• Use NetSuite confidently to record, review, update, and report on accounts payable transactions

• Use Coupa , Navan , or similar procurement and expense tools where applicable

• Apply practical knowledge of US GAAP to daily accounts payable processing and documentation standards

• Follow established finance procedures, internal controls, approval paths, and recordkeeping requirements

• Take initiative in resolving access, workflow, or process issues by coordinating with IT, procurement, finance, or other relevant teams

• Keep calendars, meetings, and task commitments organized and up to date as part of dependable day-to-day execution

Communication and Cross-Functional Coordination

• Communicate clearly and proactively in Slack, email, meetings, and shared AP channels

• Ask clarifying questions early when requirements, workflows, or exceptions are unclear

• Participate consistently in required meetings and come prepared with updates, blockers, and next steps

• Engage appropriately in shared team conversations, especially when questions or issues fall within assigned responsibilities

• Work effectively across finance, procurement, operations, vendors, and other internal stakeholders to keep transactions moving

Reporting and Continuous Improvement

• Prepare routine AP status updates and reports as requested

• Provide accurate information for reconciliations, period-end activities, and finance reviews

• Monitor aging items, open tickets, and recurring bottlenecks, and surface risks before they impact service levels

• Identify process gaps and suggest practical improvements that increase accuracy, turnaround time, visibility, and accountability

Requirements:

• Demonstrated hands-on experience in accounts payable or a closely related accounting function

• Strong working knowledge of invoice processing, vendor follow-up, approvals coordination, and issue resolution

• Practical knowledge of US GAAP as it