Job Description

Responsibilities

• Administer vendor onboarding and maintenance, including collection and validation of banking information and tax documentation
• Guide vendors through account setup in Coupa
• Serve as primary point of contact for vendor inquiries via phone and email; own escalations end-to-end
• Prepare and reconcile AP aging reports and vendor statements, resolving aged/outstanding items
• Maintain accurate, audit-ready vendor master data
• Process vendor invoices accurately and timely using the Coupa platform
• Review, validate, and match purchase orders, receipts, and invoices for both goods and services POs, ensuring compliance with company purchasing policies
• Manage the full invoice lifecycle, including coding, approvals, exception handling, and payment processing
• Monitor Coupa invoice queues, approval workflows, and aging reports to ensure timely processing
• Apply sales/use tax knowledge to invoice review; identify and flag applicable tax items
• Set up and process payment batches in Coupa; apply credit memos, process adjustments, and manage partial payments
• Investigate and resolve invoice discrepancies, payment issues, and vendor inquiries in collaboration with business stakeholders
• Assist with annual 1099 reporting and ensure compliance with applicable tax regulations
• Strong understanding of W-9 and W-8 forms, including entity type distinctions and how they affect 1099 reporting
• Review, complete, and communicate W-9/W-8 requirements with vendors
• Process and review employee expense reports
• Support corporate credit card program, including cardholder support and transaction review
• Support travel booking systems and related billing/expense reconciliation
• Prepare month-end AP and credit card account reconciliations

Qualifications

Required Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred (not required with equivalent experience)
• 5+ years of progressive Accounts Payable experience, preferably in a biotech, life sciences, or public company environment
• Demonstrated experience working within a vendor management system (Coupa CSP/SIM or equivalent) for vendor onboarding, maintenance, and data governance
• Hands-on experience administering and processing invoices within the Coupa platform is required
• Strong understanding of procure-to-pay processes
• Experience with expense management and corporate credit card platforms, including cardholder support and reconciliation
• Working knowledge of 1099/W-9/W-8 requirements and entity classifications; solid understanding of sales/use tax as applied to AP
• Proficiency with Microsoft Excel, including Pivot Tables, VLOOKUP/XLOOKUP, and data analysis
• Knowledge of GAAP and internal control requirements related to accounts payable
• Strong organizational skills with exceptional attention to detail and accuracy
• Excellent written and verbal communication skills with a customer-service mindset; comfortable owning vendor escalations
• Ability to manage multiple priorities in a fast-paced environment while meeting deadlines

Preferred Qualifications

• Experience in biotechnology, pharmaceutical, life sciences, medical device, or other regulated industries
• Experience supporting SOX-compliant public companies
• NetSuite experience or other ERP
• Familiarity with expense management modules within Coupa
• Experience with travel booking platforms
• Exposure to OCR invoice automation tools and AP workflow optimization
• Knowledge of international invoice processing, VAT, and foreign currency transactions