About the Company

We are a hyper-growth, mission-driven energy technology company developing and deploying next-generation distributed generation assets and smart energy storage systems. Our business involves complex logistics, hardware procurement, and grid infrastructure deployment.

Because we operate in a fast-moving engineering and development environment, managing our vendor relationships, supply chain financials, and cash disbursements with absolute accuracy is vital. We are seeking a highly organized, meticulous Accounts Payable Specialist to own our transactional workflows, protect company assets from fraud, and optimize our financial data management systems.

Role Overview

As an Accounts Payable Specialist, you will be responsible for the end-to-end management of our procurement-to-payment pipelines. This is not just a data entry role; you will actively build and clean database records, manage crucial compliance tracking, protect against payment fraud, and interface directly with both hardware suppliers and internal logistics teams.

Position Type: Contractor (Remote)
Software Ecosystem: Ramp, Odoo, Silicon Valley Bank (SVB)

Key Responsibilities & Scope

1. Vendor Onboarding & Master Data Integrity

New Vendor Onboarding: Guide new partners through our four-stage registration workflow (Request $\rightarrow$ Self-Registration $\rightarrow$ Finance/AP Review $\rightarrow$ Activation). Ensure 100% completion of W-9 forms, voided checks, and verified contact points.
Vendor Banking & Fraud Verification: Serve as the frontline defense against payment fraud. Place rigorous outbound verification calls to independently confirm banking details on file before any new or modified payment instructions are processed.
System Migration & Database Cleanup: * Migrate wire payment instructions from SVB into Odoo/Vendor Master Data, accurately identifying and mapping the correct fields for payment method tracking.
- Audit and update physical mailing addresses for all active vendors.
- Run system tests in Odoo to determine optimal configuration for automated remittance emails and audit high-volume vendor profiles.

2. Daily Transactional Operations & Compliance

Bill Pay Review: Perform daily audits of the Ramp bill pay queue for the company. Verify the accuracy of the vendor name, payment amount, GL code, project alignment, and proper internal approver before releasing funds.
Inbox & Helpdesk Triage: Take absolute ownership of the AP shared inbox and Ramp helpdesk. Resolve vendor and internal team inquiries within established SLAs, keeping the queue at or near zero daily.
Tax Compliance (1099/W-9): Proactively identify vendors with missing W-9 records or 1099-eligible payment history. Issue formal documentation requests and run real-time TIN matching against IRS records to ensure year-end compliance readiness.

3. Logistics & Procurement Reconciliation

CBP Statement Processing: Receive, reconcile, and record U.S. Customs and Border Protection (CBP) final statements for our international freight shipments. Cross-reference statements against internal Purchase Orders (POs), flag variances, and coordinate directly with third-party logistics vendors.
Aged Open PO Cleanup: Regularly audit all open purchase orders across the company. Interface with internal requestors and external vendors to confirm order fulfillment or cancellation status, and systematically close out stale records.

Preferred Qualifications

Experience: 4+ years of professional experience dedicated to accounts payable, vendor management, or fast-paced finance operations.
Technical Stack: Deep hands-on proficiency with Ramp bill-pay architectures, and enterprise ERPs like Odoo or NetSuite.
Compliance & Security DNA: Solid understanding of 1099 IRS guidelines, W-9 collection protocols, and official TIN matching tools. Highly familiar with bank fraud red flags, cybersecurity risks around wire adjustments, and strict callback protocols.
Execution Style: Exceptionally detail-oriented, comfortable navigating ambiguity in a rapidly scaling hardware/tech environment, and capable of working completely independently.

Accounts Payable Specialist | 64426611287