Accounts Payable Specialist in Louisville, Kentucky at Wasteology Group

Position Summary:

The Accounts Payable Specialist is responsible for the accurate and timely payment of vendor obligations for Wasteology. This role verifies payment readiness, executes and reconciles disbursements, resolves discrepancies through direct coordination with internal operations, and maintains accounts in a reconciled, audit-ready state. Serving as a key financial steward, the AP Specialist protects the organization's vendor relationships and cash position by enforcing internal controls, escalating exceptions rather than working around them, and documenting recurring resolutions into repeatable process. The ideal candidate brings a detail-oriented mindset, strong cross-functional communication skills, and a proactive approach to problem-solving in a fast-paced, growth-oriented environment..

Essential Functions:

Account Operations Support

• Process high-volume vendor invoices accurately and on time, ensuring proper coding to GL accounts, cost centers, and projects.
• Resolve discrepancies in a timely manner.
• Prepare and process daily payment runs (ACH, check, wire) in accordance with vendor terms and cash flow priorities.
• Maintain accurate vendor records, including W-9s, payment terms, and contact information.

Vendor & Service Coordination

• Serve as the primary point of contact for vendor inquiries regarding invoice status, payment timing, and account reconciliation.
• Reconcile vendor statements and resolve disputed charges or billing errors in coordination with operations and procurement teams.
• Collaborate with operations and customer success teams to verify service delivery prior to invoice approval.
• Support vendor onboarding by collecting required documentation and ensuring compliance with company payment standards.

Data & Reporting

• Reconcile AP subledger to the general ledger on a monthly basis and assist with month-end close activities.
• Prepare aging reports and cash requirement forecasts to support treasury and financial planning functions.
• Assist in 1099 preparation and annual tax compliance filings for applicable vendors.
• Maintain organized and audit-ready documentation for all AP transactions in accordance with record-retention policies.

Process Improvement & Scaling

• Identify opportunities to streamline AP workflows and reduce cycle time through automation and standardization.
• Support the implementation and ongoing optimization of accounting and ERP systems as Wasteology scales its operations.
• Document and maintain AP procedures and internal controls, ensuring consistency as the team grows.
• Participate in internal audits and financial reviews, providing documentation and analysis as requested.

Qualifications:

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field; or equivalent work experience.
• Strong working knowledge of Microsoft Excel.
• Strong attention to detail and ability to manage a high volume of transactions with accuracy.
• Excellent organizational and communication skills; ability to collaborate cross-functionally with operations, finance, and leadership teams.
• Demonstrated understanding of internal controls and AP best practices.

Preferred:

• Experience in the waste management, environmental services, or logistics industry.
• Familiarity with Quickbooks, or similar payment/expense platforms.
• Experience supporting month-end close.
• Strong comfort with technology and a willingness to champion process improvements and system migrations.