Job Application for Accounts Payable Specialist at Headlands Research

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At Headlands Research, we are dedicated to enhancing clinical trial delivery within our communities. As a leading network of advanced clinical trial sites, we leverage cutting-edge technology and exceptional support services to broaden outreach and participation. Founded in 2018, our rapidly growing company currently operates 20+ sites across the US and Canada, with plans for further expansion.

Headlands Research is seeking an experienced Accounts Payable Specialist to join our centralized Accounting team. This fully remote role supports multiple entities across a growing organization and reports directly to the Director of Accounting.

The ideal candidate is highly organized, detail-oriented, and able to work independently with minimal supervision. This position requires strong problem-solving skills, a customer-service mindset, and the ability to quickly learn and become proficient in multiple financial systems. The successful candidate will regularly collaborate with employees across all levels of the organization and serve as a key resource for accounts payable processes, systems, and vendor management.

Duties & Responsibilities:

Review and process vendor invoices in NetSuite
Prepare and process ACH, wire, and other electronic vendor payments
Manage vendor payment portals and vendor account setup
Review vendor account statements and reconcile outstanding invoices, payments, and credits
Monitor and manage multiple accounts payable email inboxes
Process and review employee expense reports through the company's expense management system
Act as a superuser for the company's expense management system, providing user support, training, and troubleshooting
Collaborate with site and department leaders to obtain invoice and expense approvals
Perform credit card coding and reconciliations
Maintain vendor records, including W-9s, banking information, and payment details
Prepare and file annual 1099s for multiple entities
Assist with reporting, compliance requests, and special projects as assigned
Assist with the development, documentation, and improvement of AP procedures and internal controls

Required Experience:

4+ years of accounts payable experience
Experience preparing and filing 1099s
Experience using and supporting an expense management system such as Emburse, Concur, Ramp, Expensify, or similar
Experience supporting multiple entities, business units, or locations
Strong understanding of accounts payable processes and controls
Proficiency in Microsoft Excel
Proven ability to learn, support, and troubleshoot financial systems
Preferred Qualifications
Experience with NetSuite
Experience processing electronic payments, including ACH and wire transfers
Foundational accounting knowledge, including prepaids, fixed assets, and accruals

Preferred Qualifications:

Experience with NetSuite
Experience processing electronic payments, including ACH and wire transfers
Foundational accounting knowledge, including prepaids, fixed assets, and accruals

Remote Pay Range.

$60,000 - $65,000 USD

Headlands Research will never ask a candidate for personal identifiable information (date of birth, social security number, driver’s license information, etc) via email or messenger tools, or for a financial deposit of any kind.

Headlands Research is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, age, sex, national origin, disability status, genetic information, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Need Assistance?

Headlands Research is committed to providing access and reasonable accommodation in its employment for individuals with disabilities. To request disability accommodation in the application process, contact recruiting@headlandsresearch.com for further assistance. Please note this is for individuals to request an accommodation as part of the application process and any other correspondence will not receive a response.

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Accounts Payable Specialist

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