Accounts Payable Specialist

At Ubiquity, we live and breathe our mantra: Head, Heart, Hustle. This isn’t just a philosophy—it’s the foundation of who we are and what we do. As an Accounts Payable Analyst, you’ll embody this mantra every day, delivering exceptional service with expertise, empathy, and a drive to succeed.

About the role:

We are looking for a detail-oriented and proactive Accounts Payable Specialist to manage the full cycle of accounts payable operations. In this role, you will be responsible for ensuring accurate and timely processing of vendor invoices, maintaining strong vendor relationships, and building efficient AP workflows that support the organization's financial integrity. The ideal candidate brings hands-on experience designing processes from the ground up and thrives in a fast-paced environment.

What You’ll Do:

• Process and review vendor invoices for accuracy, proper coding, and appropriate approvals before payment
• Design and maintain an end-to-end AP process that ensures all payments are made on time and in compliance with company policy, including dual-approval workflows
• Manage vendor onboarding, including collection and verification of required documentation (W-9s, banking details, tax classifications, and vendor agreements)
• Prepare and execute weekly and ad hoc payment runs (ACH, wire, check, virtual card)
• Reconcile AP sub-ledger to the general ledger on a monthly basis and resolve discrepancies promptly
• Manage the 1099 reporting process, ensuring accurate and timely year-end filings
• Respond to vendor inquiries, resolve invoice and payment discrepancies, and maintain positive vendor relationships
• Maintain organized and audit-ready AP records and documentation
• Assist with month-end and year-end close activities, including accruals and expense analysis
• Identify opportunities to streamline AP processes, reduce cycle times, and strengthen internal controls
• Support internal and external audit requests related to accounts payable
  

What we're looking for

• -3+ years of hands-on accounts payable or general accounting experience
• Demonstrated experience in vendor onboarding, including collection, verification, and management of W-9s and related tax documentation
• Proven ability to design and implement AP processes that ensure payments are made on time with appropriate dual-approval controls
• Strong understanding of the full procure-to-pay cycle and three-way matching
• High proficiency in Excel/Google Sheets (VLOOKUPs, pivot tables, data reconciliation)
• Strong attention to detail and ability to manage high invoice volumes with accuracy
• Excellent organizational and time-management skills with the ability to meet strict deadlines
• Clear and professional written and verbal communication skills

Preferred Qualifications

• Familiarity with Zip** (procurement and spend management platform)
• Familiarity with NetSuite** (ERP, particularly the AP and vendor management modules)
• Experience with automated invoice processing or AP automation tools
• Exposure to multi-entity or multi-subsidiary accounting environments
• Associate's or Bachelor's degree in Accounting, Finance, or a related field
• Experience supporting audit preparation and SOX or internal control compliance
  

Head:Access to career development programs that help you grow professionally and personally.

Heart:Be part of a people-first culture that values your contributions and supports your aspirations.

Hustle:Thrive in a dynamic, fast-paced environment where your hard work and dedication are celebrated.

At Ubiquity, we’re more than a workplace—we’re a community that’s invested in your success. If you’re ready to make an impact and grow with us, apply now and experience how we bring Head, Heart, and Hustle to life every day.