Accounts Payable Specialist

Allen Control Systems•Austin, TX

13d•Onsite

About The Position

Allen Control Systems (ACS) is a cutting-edge defense startup founded by two former Navy electrical engineers with a proven track record in robotics and software. We are developing an autonomous gun turret using advanced computer vision and control systems to precisely detect, track, and neutralize enemy drones. With an engineering-first culture, ACS values technical excellence and innovation. Backed by our founders' successful exits from two previous ventures acquired for a combined $180M in 2022, and recently strengthened by a Series B to scale manufacturing and accelerate deployment of Bullfrog™, we are committed to ensuring that the groundbreaking technologies we develop will have a real-world impact. We are looking for an Accounts Payable Specialist to join our finance team as we scale manufacturing of next-generation defense hardware. You will manage the full-cycle, high-volume accounts payable process, ensuring accurate and timely processing of vendor and supplier invoices while supporting the procurement and production operations behind our autonomous systems. This role is based in Austin, TX.

Requirements

3-5 years of high-volume, full-cycle accounts payable experience, ideally within a manufacturing, hardware, or industrial/technical environment; demonstrated experience with 3-way matching and PO-based invoice processing.
Hands-on experience with NetSuite (or a comparable ERP such as Odoo) for AP processing, vendor bill management, and reporting; experience with Ramp or similar spend management/corporate card platforms.
Comfort adopting AI-based tools and automation, such as OCR invoice capture, auto-coding, and anomaly detection; proficiency in Microsoft Excel (VLOOKUPs, pivot tables).
Solid understanding of GL coding, cost centers, and accrual concepts; excellent attention to detail, strong communication skills, and comfort operating in a fast-paced, evolving startup environment.
Must be a U.S. Person (U.S. citizen, lawful permanent resident, or protected individual as defined by ITAR/EAR) due to export control regulations applicable to defense technology; ability to pass a background check.

Nice To Haves

Associate or bachelor's degree in Accounting, Finance, or a related field, or equivalent experience.
Direct experience implementing or optimizing AP workflows in NetSuite and Odoo, or configuring Ramp's AI-powered expense categorization, policy enforcement, and bill pay automation.
Familiarity with sales/use tax and 1099 reporting requirements; experience supporting month-end close in a standard cost or job cost manufacturing environment.
Prior experience in a defense, aerospace, or government-contracting environment; familiarity with DCAA/government cost accounting concepts a plus.
Experience working directly with hardware/component vendors, contract manufacturers, or prototyping suppliers; a track record of identifying and implementing process automation to reduce manual AP work.

Responsibilities

Process high-volume AP invoices (150+ per week) in NetSuite, including PO and non-PO invoices, leveraging Ramp's AI-driven receipt matching, auto-coding, and policy enforcement to reduce manual data entry.
Perform 3-way matching (purchase order, receiving/packing slip, invoice) to verify pricing, quantities, and terms; code invoices to the correct GL accounts, cost centers, and job/work orders in line with manufacturing cost accounting practices.
Manage corporate card spending through Mercury and employee reimbursements through Rippling; process weekly AP payment proposals, including ACH and wires, in line with vendor terms and cash flow schedules.
Manage vendor inquiries and maintain strong working relationships with suppliers, freight carriers, and internal purchasing/engineering staff; reconcile vendor statements and resolve discrepancies, short pays, and pricing variances.
Support month-end close by preparing AP accruals, running aging reports, and reconciling the AP sub-ledger to the GL; assist with vendor master file maintenance, including W-9 collection and 1099 tracking.
Investigate and resolve invoice discrepancies related to freight, tooling, raw materials, components, and prototyping purchases; support audits by preparing documentation and responding to auditor requests.