Accounts Payable Specialist

About the role

We are looking for an Accounts Payable Specialist to join our finance team as we scale manufacturing of next-generation defense hardware. You will manage the full-cycle, high-volume accounts payable process, ensuring accurate and timely processing of vendor and supplier invoices while supporting the procurement and production operations behind our autonomous systems.

Responsibilities

• Process high-volume AP invoices (150+ per week) in NetSuite, including PO and non-PO invoices, leveraging Ramp's AI-driven receipt matching, auto-coding, and policy enforcement to reduce manual data entry.
• Perform 3-way matching (purchase order, receiving/packing slip, invoice) to verify pricing, quantities, and terms; code invoices to the correct GL accounts, cost centers, and job/work orders in line with manufacturing cost accounting practices.
• Manage corporate card spending through Mercury and employee reimbursements through Rippling; process weekly AP payment proposals, including ACH and wires, in line with vendor terms and cash flow schedules.
• Manage vendor inquiries and maintain strong working relationships with suppliers, freight carriers, and internal purchasing/engineering staff; reconcile vendor statements and resolve discrepancies, short pays, and pricing variances.
• Support month-end close by preparing AP accruals, running aging reports, and reconciling the AP sub-ledger to the GL; assist with vendor master file maintenance, including W-9 collection and 1099 tracking.
• Investigate and resolve invoice discrepancies related to freight, tooling, raw materials, components, and prototyping purchases; support audits by preparing documentation and responding to auditor requests.

Requirements

• 3-5 years of high-volume, full-cycle accounts payable experience, ideally within a manufacturing, hardware, or industrial/technical environment; demonstrated experience with 3-way matching and PO-based invoice processing.
• Hands-on experience with NetSuite (or a comparable ERP such as Odoo) for AP processing, vendor bill management, and reporting; experience with Ramp or similar spend management/corporate card platforms.
• Comfort adopting AI-based tools and automation, such as OCR invoice capture, auto-coding, and anomaly detection; proficiency in Microsoft Excel (VLOOKUPs, pivot tables).
• Solid understanding of GL coding, cost centers, and accrual concepts; excellent attention to detail, strong communication skills, and comfort operating in a fast-paced, evolving startup environment.
• Must be a U.S. Person (U.S. citizen, lawful permanent resident, or protected individual as defined by ITAR/EAR) due to export control regulations applicable to defense technology; ability to pass a background check.

Qualifications

• Associate or bachelor's degree in Accounting, Finance, or a related field, or equivalent experience.
• Direct experience implementing or optimizing AP workflows in NetSuite and Odoo, or configuring Ramp's AI-powered expense categorization, policy enforcement, and bill pay automation.
• Familiarity with sales/use tax and 1099 reporting requirements; experience supporting month-end close in a standard cost or job cost manufacturing environment.
• Prior experience in a defense, aerospace, or government-contracting environment; familiarity with DCAA/government cost accounting concepts a plus.
• Experience working directly with hardware/component vendors, contract manufacturers, or prototyping suppliers; a track record of identifying and implementing process automation to reduce manual AP work.