Accounts Payable Specialist

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Full Time Professional HQ, Marlborough, MA, US

17 days ago Requisition

Salary Range: $55,000.00 To $65,000.00 Annually

This position reports to
:
Chief Financial Officer

Overview:At Atlas Travel & Technology Group, our purpose is to Stand‑Up, Stand‑Out. To do something every day that makes the next day better for all. We value creativity to build new paths forward, collaborate respectfully, have the drive to get up and do it, open ourselves to grow, do what we say, love what we do, and have fun along the way.

This is who we are, our culture.

The Accounts Payable Specialist will oversee and take full ownership of the end‑to‑end accounts payable function, from high‑volume vendor invoice processing and corporate credit card reconciliations to prepaid expense management and month‑end close support. The ideal candidate is a detail‑oriented, self‑motivated professional with a strong foundation in AP processes, and a commitment to maintaining the financial integrity of our operations.

The Accounts Payable Specialist must be able to commute to the Atlas HQ in Marlborough, MA one day a week to process checks, etc.

Responsibilities and Duties:

• Invoice Processing: Manage high‑volume invoice processing; execute three‑way matching against contracts, rate agreements, and purchase orders. Audit and resolve discrepancies promptly.
• Vendor Master Data
  :
  Maintain a centralized, accurate vendor master file. Coordinate onboarding by collecting required tax documentation (W‑9/W‑8
  
  BEN), certificates of insurance, and ACH/banking details.
• Contract Compliance: Cross‑check invoices against contracted rates, payment terms, and scopes of service prior to approval; flag and continue billing inconsistencies.
• Dispute Resolution: Manage credit memos, supplier disputes, and debit balance resolutions.

• Disbursements: Prepare and execute weekly payment runs via ACH, wire transfer, check, and virtual cards, prioritizing by due dates and cash flow requirements.
• On‑Site Operations: Maintain a weekly on‑site presence required for seamless physical payment processing and check management.
• Reconciliation: Maintain accurate payment records and support month‑end bank and cash reconciliations.

• Corporate Cards: Reconcile and process all corporate credit card accounts monthly. Ensure all transactions are matched to receipts, properly authorized, and coded to the correct cost centers/GL accounts.
• Dispute Management: Investigate and resolve unreconciled or disputed charges directly with cardholders and financial providers.
• Policy Enforcement: Review and process employee travel and entertainment (T&E) expenses, ensuring strict compliance with company policies while flagging exceptions.

• Prepaid Schedules: Identify, record, and track prepaid expenses (e.g., vendor deposits, annual software subscriptions, insurance premiums). Maintain the prepaid amortization schedule to ensure accurate month‑end expense recognition.
• Refund Management: Process customer refund requests initiated by internal teams, verifying eligibility, tracking timelines, and providing status updates.

• Close Support: Assist with the month‑end and year‑end close, including AP subledger reconciliations, aging report reviews, and accrual entries.
• Audit Readiness: Support year‑end audit preparation by pulling requested AP documentation and responding to auditor inquiries.
• Internal Controls
  :
  Enforce financial controls to ensure AP data integrity and compliance with GAAP, local regulations, and 1099 reporting requirements.
• Process Optimization: Identify bottlenecks within the AP workflow and actively participate in projects related to AP automation, system implementations (ERP upgrades), and policy updates.
• Ad Hoc Support: Provide financial analysis support and backup to other members of the accounting team as directed by the manager/CFO.

Core Competencies:

Core Competencies…