About this role
Duties & Responsibilities
Bill.com AP Intake & Workflow Management
- Receive, review, and upload vendor invoices accurately into Bill.com in a timely manner. Ensure accurate GL account coding, vendor attribution, department allocation, and retailer-specific expense categorization.
- Execute rigorous 3-way matching (Purchase Order → Receipt → Invoice) for all inventory-related payables.
- Route bills to the Accounting Manager through Bill.com approval workflows, actively monitor queues, and adhere to internal SLA response targets.
- Process employee corporate credit card expense reports in Bill.com, verify supporting documentation/receipts, and flag non-compliant submissions.
- Identify, flag, and resolve duplicate invoices, billing discrepancies, or missing documentation prior to routing for approval.
NetSuite Integration & Master Data Maintenance
- Maintain unified, accurate vendor profiles across both Bill.com and NetSuite (banking information, tax forms, payment terms, and GL mappings).
- Conduct routine audits of vendor databases to eliminate duplicate records and complete missing information fields.
- Maintain an organized digital filing system for vendor contracts, correspondence, and invoice documentation.
Inventory Payables & Operations Coordination
- Coordinate closely with the Inventory and Operations teams to confirm receipt of goods prior to bill authorization.
- Track and reconcile open Purchase Orders (POs) against received and invoiced balances to eliminate overbilling risks.
Financial Reporting, Schedules & Month-End Close
- Run, analyze, and distribute weekly AP Aging reports to executive leadership and the Accounting Manager.
- Create, update, and reconcile prepaid expense schedules for month-end review.
- Assist in month-end close by identifying unbilled goods and services for accurate expense accrual.
- Reconcile monthly vendor statements to the general ledger and credit card statements against submitted expense reports.
- Oversee year-end 1099 compilation and distribution processes.
Compliance, SOPs & Continuous Improvement
- Maintain standard operating procedure (SOP) documentation for all payables workflows.
- Participate in cross-training initiatives within the accounting team to guarantee uninterrupted operational coverage.
- Assist internal and external audit teams by compiling requested invoice and payment backup documentation.
- Perform other related duties and special projects as requested by the team and leadership.
Qualifications
- Hands-on proficiency with Bill.com (bill entry, routing workflows, coding rules) and NetSuite ERP (or comparable enterprise ERP platforms).
- Advanced Microsoft Excel capabilities (Lookup functions, Pivot Tables, logical formulas, data filtering).
- Proficiency in Google Workspace (Docs, Sheets, Drive) and modern cloud documentation tools.
- Comfort using modern office AI tools and automations as a business productivity enabler.
- 2+ years of full-cycle accounts payable, general accounting, or AP/AR experience in a paperless environment.
- Proven understanding of foundational accrual accounting, 3-way matching mechanics, prepaid amortization, and aging schedule analysis.
- Bachelor’s Degree in Accounting, Finance, or equivalent practical work experience preferred.
- Exceptional precision in high-volume data entry and numerical verification.
- Excellent written and spoken English communication skills.
- Ability to work independently at headquarters while collaborating with cross-functional and cross-time-zone teams.
- Strict adherence to data security, privacy, and confidential financial control protocols.
Benefits
- Medical, Dental, Vision, Life Insurance
- 401k plan
- Additional Opt-In Insurances
- PTO + Sick Time Pay
- L'ange Hair Product Stipend- a quarterly stipend to help you refresh your favorite L'ange products and also try new products!
Key Integra Competencies (All candidates are expected to demonstrate, regardless of role)
- Action Oriented
- Situational Adaptability
- Drives Results