Senior Accounts Payable Specialist

ICON is scaling fast — standing up manufacturing for the Titan platform, growing project delivery, and expanding its vendor and contractor base alongside both. We are looking for a Senior Accounts Payable Specialist to own the execution of ICON’s procure-to-pay cycle: the high-volume, detail-intensive work that keeps vendors paid accurately and on time, ensures every invoice is properly coded and approved, and gives the broader finance team a clean, reliable foundation for the close. This role sits at the intersection of operational rigor and cross-functional partnership — handling the day-to-day transactional work with precision while serving as a key resource for the business on purchasing policy, expense compliance, and vendor management. It is an individual contributor role with real ownership: the person in this seat will be responsible for the integrity of ICON’s AP function and will have the opportunity to help build and improve the systems and processes that support it as the company grows.

As part of a small, passionate, accomplished team, you will be the operational backbone of ICON’s accounts payable function — ensuring vendors, subcontractors, and employees are paid accurately and on time, and that every dollar flowing through the procure-to-pay cycle is captured, coded, and documented to the standard the business needs to scale and withstand audit. As a member of the ICON team, you will have the opportunity to advance humankind’s ability to provide dignified, affordable, resilient, and sustainable shelter to the world. This is an onsite role based on ICON’s Austin, TX campus and reports to the Manager, Accounts Payable.

RESPONSIBILITIES:

Invoice Processing & Payment Execution

• Own end-to-end invoice processing — receiving, coding, matching to purchase orders, routing for approval, and posting — ensuring accuracy and timeliness across a high-volume, multi-entity environment.
• Execute payment runs across check, ACH, and wire modalities; verify payment details, resolve pre-payment exceptions, and ensure disbursements are made in accordance with vendor terms and internal authorization controls.
• Manage the three-way match process between purchase orders, receiving documents, and vendor invoices; investigate and resolve discrepancies in close coordination with Procurement and the receiving team.
• Review and process employee expense reports and corporate card transactions in accordance with ICON’s T&E policy, validating receipts, coding, and approvals before posting to the general ledger.

Vendor Management & Supplier Relations

• Maintain the vendor master file — onboarding new suppliers, validating W-9s and banking information, enforcing documentation standards, and ensuring data integrity across the AP system.
• Serve as the primary point of contact for vendor inquiries on payment status, invoice disputes, and statement reconciliations; resolve issues promptly and maintain strong working relationships with ICON’s key suppliers and subcontractors.
• Perform regular vendor statement reconciliations to identify unapplied credits, duplicate payments, and aging balances requiring follow-up; escalate unresolved items to the AP Manager.

Close, Reconciliation & Reporting

• Support the monthly close by ensuring all invoices received through period-end are processed or accrued, AP subledger balances are reconciled to the general ledger, and outstanding items are documented and communicated to the Controller team.
• Prepare and maintain AP aging reports and cash requirement forecasts to support treasury visibility into near-term disbursement needs.
• Assist with 1099 preparation and filings, maintaining accurate vendor classification records and year-end documentation throughout the calendar year rather than in a year-end scramble.

Controls, Systems & Process

• Drive continuous improvement in AP workflows within NetSuite and Coupa, identifying opportunities to reduce manual touchpoints, accelerate invoice cycle times, and improve the quality of data flowing into the general ledger.
• Partner with Purchasing on purchase order coverage, policy compliance, and one- off spend; serve as an informed voice on where the procure-to-pay process breaks down and how to fix it upstream.

MINIMUM QUALIFICATIONS:

• 5+ years of hands-on accounts payable experience, with demonstrated ownership of high-volume invoice processing, payment execution, and vendor management.
• Strong working knowledge of the procure-to-pay cycle, including PO creation and matching, three-way match, expense reporting, and 1099 compliance.
• Experience supporting the monthly accounting close — accruals, subledger reconciliation, and AP-to-GL tie-out — in a fast-paced environment.
• Proficiency in a major ERP system; NetSuite experience strongly preferred, with a track record of leveraging system tools to reduce manual effort and improve data quality.
• Experience with Coupa strongly preferred — candidates familiar with Coupa’s invoice management, PO matching workflows, and supplier portal will be able to contribute immediately in the procure-to-pay environment this role operates in day to day.
• High attention to detail and a low tolerance for errors in a function where accuracy directly affects vendor relationships, cash management, and audit readiness.
• Strong communication skills and the ability to manage competing vendor and internal stakeholder demands with professionalism and clear prioritization.
• Manufacturing, construction, or hardware company experience is a plus.