Accounts Payable Specialist in Needham, Massachusetts at Big Belly Solar LLC

The Role

We are seeking a detail-oriented and proactive Accounts Payable Specialist to join our Finance team. In this role, you will take ownership of the full-cycle AP process, ensuring that vendors are paid accurately and on time while maintaining strong internal controls. Bigbelly operates at the intersection of hardware manufacturing and software, so you will work closely with our supply chain, inventory, and operations teams to resolve discrepancies and manage inventory-related invoices. This is a full-time, 100% in-person position based in our Needham, MA office.

Key Responsibilities

• Full-Cycle Invoice Processing: Receive, review, code, and route high volumes of PO and non-PO invoices for approval in our ERP system.
• Three-Way Matching: Perform 3-way matching (Purchase Order, Receiving Document, Invoice) for direct materials and inventory components, investigating and resolving any discrepancies with the procurement and warehouse teams.
• GRNI Reconciliation: Manage and reconcile the Goods Received Not Invoiced (GRNI) account on a regular basis. Partner closely with the supply chain and receiving teams to investigate and clear aging receipts, ensuring accurate liability reporting and inventory valuation.
• Payment Disbursements: Prepare and execute weekly payment runs via ACH, wire transfer, and physical checks, ensuring timely payment to domestic and international vendors.
• Vendor Management: Serve as the primary point of contact for external vendors. Maintain vendor files, reconcile monthly vendor statements, and build strong, collaborative relationships with key suppliers.
• Expense Management: Review and process employee Travel & Entertainment (T&E) expense reports, ensuring compliance with corporate travel policies.
• Month-End Close: Assist the accounting team with month-end AP close activities, including calculating AP accruals and reconciling the accounts payable sub-ledger to the general ledger.
• Tax Compliance: Assist with the annual preparation and filing of 1099 forms and maintain up-to-date W-9 records for all active vendors.
• Process Improvement: Identify bottlenecks in the current AP workflow and recommend automation or efficiency improvements.

• Experience: 2–5 years of dedicated Accounts Payable experience, preferably in a manufacturing, hardware, or inventory-heavy environment.
• Education: Bachelor’s in accounting or a related field, or relevant experience.
• Technical Proficiency: NetSuite experience is a plus; proficient in Microsoft Excel.
• Attention to Detail: Exceptional data entry accuracy and organizational skills.
• Communication: Strong written and verbal communication skills with the ability to firmly but professionally push back on unapproved expenditures or internal policy violations.
• Adaptability: Ability to prioritize multiple tasks and meet strict deadlines.