AP / AR & Payroll Specialist for a fast-growing health technology company building AI agents, voice AI, and intelligent automation for pharmacies, health systems, and pharmaceutical companies, managing the day-to-day flow of money into and out of the company. Full-Time ICA, U.S. Eastern Time overlap required, reporting to the Chief Financial Officer / Operations Leadership.
Receive, review, and code vendor invoices; route them for approval and match them against contracts or purchase orders.
Set up and maintain vendor and contractor records, ensuring collection and compliance of W-9 and W-8BEN forms.
Prepare and execute scheduled payment runs via ACH, wire, and multi-currency international transfers.
Process employee and contractor expense reports against company policy.
Reconcile vendor statements, investigate discrepancies, and resolve billing issues directly with vendors.
Prepare year-end 1099 filings and supporting schedules.
Issue customer invoices accurately and on schedule based on contract terms (fixed subscriptions, implementation milestones, and usage-based billing).
Apply incoming customer payments and maintain accurate, up-to-date account balances.
Monitor the AR aging report and conduct professional, persistent follow-up on past-due accounts.
Issue credit memos and resolve billing queries or discrepancies with customers in a timely manner.
Perform monthly bank and credit card reconciliations.
Support month-end close by preparing AP/AR accruals, schedules, and reconciliations.
Produce weekly AP/AR aging and cash positioning reports for leadership.
Maintain organized, audit-ready documentation to support tax, audit, and lender requests.
Uphold internal financial controls and identify opportunities to automate manual steps.
Use software capabilities and approved tools to automate manual accounting, coding, and tracking workflows.
Build and maintain standardized SOPs for repeatable financial tasks.
Maintain clean file systems, transaction records, and project management trackers.
Verify facts, numbers, ledger entries, and tax calculations with high precision before finalizing outputs.
Requirements
2+ years of hands-on experience in accounts payable, accounts receivable, payroll, or full-cycle bookkeeping (ideally supporting US-based businesses or tech startups).
Working knowledge and hands-on experience with QuickBooks Online, Rippling, and an AP automation platform (e.g., Ramp, Bill.com).
Strong Excel or Google Sheets skills (VLOOKUPs/XLOOKUPs, pivot tables, complex reconciliations).
Familiarity with 1099 reporting, vendor tax documentation (W-9 / W-8BEN), and multi-currency international payments.
Clear, professional written and spoken English for communication with vendors, customers, and internal teams.
Exceptional attention to detail, numerical accuracy, and discretion with confidential financial information.
Preferred tools: QuickBooks Online, Rippling, Ramp / Bill.com or comparable AP automation tools, Google Workspace / Microsoft Excel, international payout platforms (e.g., Wise, Payoneer, Veem), Claude or comparable AI tools for workflow acceleration
Highly organized and detail-oriented
High level of ownership and accountability
Proactive and self-directed in tracking down missing invoices or details
High discretion and integrity when handling sensitive financial data
Reliable follow-through on recurring schedules and deadlines
Solutions-oriented with strong troubleshooting skills
Comfortable working independently without continuous prompting
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