Accounts Payable Specialist

Accounts Payable Specialist

Allwater • Finance

Reports to: [Controller / Finance Manager]

Department: Finance / Accounting

Location: [City, State] — [On-site / Hybrid / Remote]

Employment type: [Full-time]

About Allwater

Allwater is a growing organization where the finance team is building a modern, technology-forward back office. We are investing in automation and artificial intelligence to make our accounts payable, procurement, and vendor management processes faster, more accurate, and more scalable. This role sits at the center of that effort.

Position Summary

We are seeking a detail-oriented Accounts Payable Specialist to own the day-to-day AP function and help modernize how we manage payments, purchase orders, corporate cards, and vendor relationships. The ideal candidate is hands-on with a modern spend-management platform such as Ramp or Rippling, is energized by using AI and automation to eliminate manual work, and is comfortable supporting the broader finance function — including stepping in to assist Accounts Receivable and collections when needed. This is a high-impact seat for someone who wants to help shape efficient, forward-looking finance operations rather than simply process invoices.

Key Responsibilities

Accounts Payable & Payments

• Manage the full-cycle accounts payable process: receive, code, verify, and process vendor invoices accurately and on time.

• Administer and optimize the company's spend-management and AP platform (e.g., Ramp or Rippling), including bill pay, approval workflows, and payment runs.

• Own corporate credit card administration — card issuance, spend controls, receipt capture, coding, and monthly reconciliation.

• Ensure proper approvals, GL coding, and supporting documentation for all disbursements; resolve discrepancies and payment issues promptly.

Purchase Orders & Procurement

• Manage purchase order functions end to end: creation, issuance, tracking, and three-way matching of POs, receipts, and invoices.

• Partner with department stakeholders to ensure spending is properly authorized and aligned with budget before commitments are made.

Vendor Management & Compliance

• Create and maintain accurate vendor profiles and master data within the AP/ERP system.

• Collect, verify, and track required vendor documentation, including W-9s and Certificates of Insurance (COIs), and follow up to keep records current and compliant.

• Support 1099 preparation and year-end reporting by maintaining clean, complete vendor records.

Automation & AI

• Champion the use of AI and automation to streamline invoice capture, coding, approvals, and reconciliation, reducing manual effort and error.

• Identify process improvement opportunities and help implement, test, and refine automated workflows within our AP and spend tools.

Finance & AR Support

• Support the broader finance function with month-end close activities, accruals, reconciliations, and reporting as needed.

• Assist Accounts Receivable and collections efforts as needed — including customer follow-up, applying payments, and helping resolve outstanding balances.

• Respond to internal and vendor inquiries professionally and maintain strong working relationships across the organization.

Qualifications

Required

• 2+ years of accounts payable, bookkeeping, or general accounting experience.

• Hands-on experience with a modern spend-management or AP automation platform such as Ramp or Rippling (or comparable, e.g., Bill.com, Airbase, Brex), including corporate card management.

• Working knowledge of purchase order processes and three-way matching.

• Experience maintaining vendor records and collecting compliance documents such as W-9s and COIs.

• Strong attention to detail, organization, and accuracy with numbers and documentation.

• Comfort with technology and a genuine interest in using AI and automation to improve financial processes.

• Solid communication skills and the ability to work collaboratively with vendors and internal teams.

Preferred

• Experience with general ledger / ERP or accounting systems (e.g., QuickBooks, NetSuite, Sage).

• Exposure to accounts receivable and collections processes.

• Familiarity with 1099 reporting and vendor compliance requirements.

• Associate's or Bachelor's degree in Accounting, Finance, or a related field, or equivalent practical experience.

What Success Looks Like

• Invoices and payments are processed accurately, on time, and with clean documentation.

• Vendor records are complete and compliant, with W-9s and COIs current.

• Manual AP work is steadily reduced through smart use of automation and AI.

• The finance team can rely on this role for flexible support, including AR and collections when needed.

Allwater is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.