[Remote] Accounts Payable Specialist

Note: The job is a remote job and is open to candidates in USA. Tailwind Applied Sciences is seeking a highly organized and detail-oriented Accounts Payable Specialist to support their fast-growing, multi-entity organization. This role involves managing the end-to-end accounts payable process, including invoice processing, vendor onboarding, and ensuring compliance across multiple legal entities.

Responsibilities

• Process high volumes of vendor invoices accurately and efficiently
• Review, code, and enter invoices into the accounting system
• Perform two-way and three-way matching of invoices, purchase orders, and receiving documentation
• Ensure invoices are approved and processed in accordance with company policies and internal controls
• Support process for ACH, wire, and check payments
• Monitor accounts payable aging and ensure timely payment of vendors
• Investigate and resolve invoice discrepancies, payment issues, and unmatched transactions
• Monitor and manage the shared Accounting email inboxes
• Prioritize and route communications to appropriate team members while ensuring timely responses
• Coordinate with other inbox users to maintain workflow coverage, prevent duplicate efforts, and ensure inquiries are resolved efficiently
• Manage vendor onboarding and setup processes
• Collect and maintain W-9 forms, banking information, insurance certificates, and other required documentation
• Ensure vendors are properly established within company systems and assigned to the correct legal entity
• Maintain vendor master records and ensure data integrity
• Serve as a primary point of contact for vendor inquiries and issue resolution
• Build and maintain positive vendor relationships through professional communication and timely follow-up
• Reconcile vendor statements and investigate outstanding balances
• Research and resolve account discrepancies and payment disputes
• Assist with vendor insurance compliance requirements and documentation tracking
• Support year-end 1099 preparation, vendor classification reviews, and reporting activities
• Manage accounts payable activities across multiple entities and business units
• Ensure invoices, purchase orders, approvals, and payments are routed to the appropriate company
• Verify proper entity coding, general ledger coding, project coding, and department approval
• Maintain accuracy and consistency across all entity-level AP processes
• Prepare accounts payable reconciliations and supporting schedules
• Assist with month-end closing activities related to accounts payable
• Support accounting and finance teams with reporting and analysis
• Identify opportunities to improve AP workflows, automation, and internal controls
• Respond to vendor and internal stakeholder inquiries via phone and email
• Answer incoming calls and route inquiries appropriately
• Maintain organized electronic records and documentation

Skills

• Associate's degree in Accounting, Finance, Business Administration, or related field, or equivalent work experience
• Minimum of 3 years of Accounts Payable, Accounting, or Finance experience
• Experience using Ramp expense management, bill pay, and corporate card platform
• Experience using QuickBooks Online
• Experience managing shared accounting, accounts payable, or finance team inboxes
• Experience processing high-volume invoice transactions
• Experience with purchase order and procurement processes
• Experience with vendor onboarding and vendor master maintenance
• Experience reconciling vendor accounts and statements
• Experience supporting multi-entity organizations
• Experience with 1099 vendor reporting and compliance requirements
• Strong organizational, problem-solving, and time-management skills
• Ability to work independently in a remote environment
• High degree of accuracy and attention to detail
• Ability to prioritize competing requests and coordinate effectively within a team environment
• Strong written communication skills and professionalism when interacting with vendors and internal stakeholders
• Experience in construction, infrastructure, data center operations, or project-based environments

Company Overview