Accounts Payable Subject Matter Expert

We’re seeking an Accounts Payable Subject Matter Expert to join our finance team and take ownership of invoice processing, payments, supplier management, and expense reimbursements. You’ll work primarily in Coupa—our enterprise procurement platform—and NetSuite to ensure smooth, accurate, and policy-compliant financial operations.

This role is ideal for someone with a strong accounts payable foundation and excellent communication abilities. You’ll gain exposure to general ledger activity, accruals, bank reconciliations, 1099 compliance, and audit prep as part of a highly collaborative finance team engaged in a multi-year transformation initiative.

Key Responsibilities

Coupa Invoice & Payment Operations

• Review and process supplier invoices, POs, and expense reports in Coupa, ensuring coding accuracy and policy compliance
• Manage the invoice lifecycle: 3-way matching, exception handling, and coordination with buyers/requesters to resolve holds
• Process weekly ACH and electronic payment batching in Coupa; handle once a month check runs via NetSuite
• Audit employee expense reports in Coupa for compliance with the Travel & Expense policy
• Manage the AP and Coupa Help inboxes, responding promptly to vendor and internal inquiries

Supplier Review & Compliance

• Perform periodic supplier reviews to identify duplicates, validate tax IDs, and monitor inactive vendors
• Maintain vendor records and onboarding documentation; review W-9s, W8-BENs and ITINs
• Support year-end 1099 filing process: review vendor records, and reconcile 1099-eligible payments
• Track and report unclaimed property, including outreach and coordination with vendors to prevent escheatment

Coupa Sourcing & Buyer Activity Support

• Support Procurement and internal requesters by reviewing sourcing events and supplier quotes
• Assist in tracking sourcing cycle times and follow-up on delayed approvals or submissions
• Monitor buyer activity across departments and provide guidance to ensure consistent PO creation and spend classification
• Run exception reports and help resolve ordering or receiving discrepancies

Accounting & Month-End Close

• Assist with AP-related journal entries, accruals, and prepaid schedules
• Reconcile vendor statements and clear aged transactions, including unclaimed or stale-dated checks
• Perform monthly bank reconciliations for AP accounts and investigate variances
• Support internal and external audits by providing accurate documentation and reconciliations
• Participate in cross-functional finance transformation projects to streamline systems and workflows

Qualifications

Required

• 5+ years of hands-on accounts payable experience
• Experience using Coupa and NetSuite or similar ERP/AP systems
• Intermediate Excel skills (e.g., XLOOKUP/VLOOKUP, pivot tables, reconciliations)
• Strong attention to detail, accuracy, and organizational skills
• Excellent written and verbal communication abilities
• Customer-service mindset with a proactive, solutions-oriented approach
• Ability to manage multiple deadlines and work collaboratively across teams

Preferred

• Bachelor’s degree in Accounting, Finance, or related field
• Familiarity with nonprofit or fund accounting and 501(c)(3) compliance
• Demonstrated ability to improve AP workflows and identify process automation opportunities
• Ability to use tools like Microsoft Copilot and AI platforms to augment analysis, automate tasks, and streamline reporting

Additional Requirements

This opportunity enhances your work-life balance with allowance for remote work. To be successful your computer hardware and internet must meet these minimum requirements:

• Laptop or Desktop:

• Operating System: Windows
• Screen Size: 14+ Inches
• Screen Resolution: FHD (1920×1080)
• Processor: i5 or higher
• RAM: Minimum 8GB (Must)
• Type: Windows Laptop
• Software: AnyDesk
• Internet Speed: 100 MBPS or higher

This is an exciting opportunity to play a pivotal role in strengthening the security foundation of a dynamic US-based BPO. You will have the autonomy to drive significant change and see the direct impact of your work. For a high-performing individual, this contract serves as a direct pipeline to a long-term career with our growing security team, offering stability and continued professional development.

About ARDEM

ARDEM is a leading Business Process Outsourcing (BPO) and Business Process Automation service provider. For over two decades, we have delivered high-quality outsourcing solutions to clients across the USA and Canada. We are growing rapidly, constantly innovating, and striving for excellence to be the best BPO and automation partner for our customers.