AP Vendor Onboarding Specialist

Waste Solution Services•Lawrence, NY

3d•Hybrid

About The Position

Join our Accounts Payable team as an AP Vendor Onboarding Specialist. You will own the critical early-stage setup and validation of new vendor accounts, ensuring billing accuracy from day one. If you have a keen eye for detail and expertise in vendor portals, reconciliation, and resolving billing discrepancies, this essential role is for you. Full-time position in New York (Remote/Hybrid options available).

Requirements

2+ years of experience in Accounts Payable, billing operations, or vendor coordination
Strong attention to detail with the ability to audit invoices and account setups
Experience working with vendor portals, invoices, and discrepancy resolution
Proficiency in Excel or Google Sheets
Strong problem-solving skills and the ability to investigate and escalate issues
Clear communication skills and ability to coordinate across teams
Comfortable working in a fast-paced, in-office environment

Nice To Haves

CRM experience is a plus

Responsibilities

Own the Accounts Payable setup process for all new customer accounts during the initial service period
Ensure proper WSS access is established in all vendor portals for internal visibility and control
Maintain clean and accurate account structures within internal systems
Review and validate first-month (and early-stage) vendor invoices to ensure accuracy before passing information to AR for customer billing
Reconcile whether initial invoices were paid by the customer or internally, and clearly document billing responsibility and timing
Identify vendor billing discrepancies early and take ownership of escalating and disputing them
Track escalated issues to ensure timely resolution and proper follow-through
Ensure billing aligns with contracted rates, service levels, and agreed terms
Partner with Accounts Receivable (AR) by relaying accurate, validated billing information for customer invoicing
Ensure a clean handoff from AP (setup and validation) to AR (ongoing billing) after the initial account period
Maintain detailed records of account setup, billing validations, discrepancies, and dispute outcomes
Track exception cases and ensure all issues are resolved and documented before transitioning accounts out of the initial phase
Ensure CRM and internal systems reflect accurate base rates, fees, and billing timelines