Accounts Payable Specialist
OneSpaWorld is seeking an Accounts Payable Specialist to join our Accounts Payable team. This role owns the full-cycle processing of a high volume of vendor invoices in NetSuite, from receipt and coding through approval routing, payment, and vendor account reconciliation. As a publicly traded company, we operate in a controlled financial reporting environment, and this position carries direct responsibility for preparing deliverables for internal and external auditors.
The ideal candidate has worked in a fast-paced, high-volume AP environment, is comfortable with three-way matching and multi-entity processing, understands why control documentation matters, and brings hands-on NetSuite accounts payable experience.
What You Will Do
Transaction Processing
Process a high volume of vendor invoices accurately and on schedule, including three-way matching against purchase orders and receipts. Code invoices to the correct general ledger accounts, subsidiaries, departments, and locations, and route them through the established approval workflow. Enter, review, and maintain vendor bills, credit memos, and vendor records in NetSuite. Prepare and process payment runs, ACH, wires, and corporate card transactions, within approved payment terms. Reconcile vendor statements, research and resolve discrepancies, and respond to vendor inquiries professionally and promptly. Monitor the status of pending and unmatched vendor invoices on an ongoing basis, identify price and quantity discrepancies, and drive each item to resolution or payment. Process approved vendor pre-payments and deposits, and reconcile and analyze them once the related purchase orders have been properly closed. Investigate and clear aged open items, unapplied credits, and unmatched receipts.
Close and Reporting
Support month-end and quarter-end close, including accrual preparation and support, AP aging analysis, and balance sheet account reconciliations. Meet firm close calendar deadlines, recognizing that AP deliverables feed quarterly and annual external reporting. Prepare AP schedules and supporting analyses requested by Accounting management.
Audit Support
Prepare and deliver audit selections and supporting documentation to internal and external auditors on requested timelines, including invoices, purchase orders, receiving records, approval evidence, payment support, and reconciliations. Respond to auditor follow-up questions clearly and accurately, and escalate items that require management judgment. Maintain complete, organized, and audit-ready documentation so that any transaction can be traced from invoice receipt through payment.
Collaboration and Improvement
Partner with Supply Chain, Operations, Treasury, and Finance to resolve invoice, purchase order, and receipt issues, including verification of quantities received. Identify recurring issues and recommend process improvements that reduce errors and cycle time without weakening controls.
Level of Direction
This position receives guidance with respect to general objectives. For most tasks and projects assigned, the incumbent determines methods, work sequence, and scheduling, and decides how to achieve the objectives of the assignment, operating within established policy guidelines and internal control requirements. This position has no direct reports.
Other Duties and Responsibilities
Perform duties using best-practice methods learned or acquired through on-the-job training. Participate in proactive team efforts to achieve departmental and company goals. Provide informal leadership to others by example and by sharing knowledge and skill.
What You Bring
3+ years of accounts payable experience in a high-volume processing environment. Demonstrated experience with full-cycle AP, three-way matching, and vendor account reconciliation. Working knowledge of a major ERP system for accounts payable. Proficiency in Microsoft Excel, including lookups, pivot tables, and large data sets. Strong attention to detail and accuracy under deadline pressure. Clear written and verbal communication, with the ability to work directly with vendors, internal stakeholders, and auditors. Ability to work from instructions delivered in different forms, including written procedures, verbal direction, process flows, and schedules, and to apply sound judgment to situations that established procedures do not fully address. Ability to handle confidential financial and vendor information appropriately.
Preferred Qualifications
Hands-on NetSuite accounts payable experience, including vendor bill entry, bill payments, and AP reporting. This is strongly preferred and will be a differentiator in candidate selection. Experience preparing documentation for internal or external audit requests, or working in an environment with formal, documented financial controls. Prior experience at a public company or in a Sarbanes-Oxley (SOX) control environment. Experience in a multi-subsidiary, multi-currency environment. Experience with AP automation or invoice capture tools. Associate's or Bachelor's degree in Accounting, Finance, or a related field, or equivalent work experience. Experience in hospitality, cruise, retail, or another multi-location operating environment.
Core Competencies
Accuracy and follow-through, adherence to internal controls and company policy, organization and prioritization across competing deadlines, responsiveness to audit and close deadlines, problem solving and root-cause thinking, and collaboration across departments.
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