Accounts Payable Specialist

Accounts Payable Specialist

At Salas O’Brien we tell our clients that we’re engineered for impact. This passion for making a difference applies just as much to our team as it does to our projects. That’s why we’re committed to living our values every day: inspiring, achieving, and connecting as shared owners of our success with a focus on a sustainable future.

Building for the long-term means that all of our team members can expect to work on amazing projects with a people-first approach to problem solving. It also means that each member of our team has truly limitless potential to build a unique, meaningful, and high-impact career—and they’ll receive great total rewards along the way.

About Us:

 Founded in 1975, Salas O’Brien is an employee-owned engineering and professional services firm focused on achieving impact for our clients, our team, and the world. We know that tomorrow’s requirements are today’s opportunities, and we are here to design lasting solutions for pressing challenges.

We work across a variety of industries providing integrated engineering and consulting services. Our specialized experience includes design for data centers, healthcare, science and technology, high-rise buildings, clean energy, education, and other building types as well as structural and building sciences, infrastructure asset management, advanced robotics, and more.

Our technical expertise is paired with an exceptional team of business development, human resources, finance and accounting, information technology, and marketing professionals, all of whom play a key role in bringing our commitments to life every day.

Job Summary: The Accounts Payable (AP) Specialist is responsible for processing vendor invoices, maintaining accurate financial records, and ensuring timely and accurate payments in accordance with company policies and regional regulatory requirements. This role supports the finance department in maintaining strong vendor relationships, enhancing internal controls, and ensuring compliance with U.S. GAAP or ASPE/IFRS standards, as applicable.

Responsibilities:

Invoice Processing & Payment Management

• Review, verify, and process vendor invoices for accuracy, appropriate approvals, and correct coding.
• Match invoices to purchase orders and receiving documentation, when applicable.
• Prepare and execute weekly, biweekly, or monthly payment runs (ACH, EFT, check, wire, etc.).
• Reconcile vendor statements and resolve discrepancies promptly.
• Maintain accurate and organized digital records of invoices and payment transactions.

Compliance & Internal Controls

• Ensure adherence to company policies, financial controls, and audit requirements.
• Support compliance with U.S. GAAP and/or Canadian accounting standards (ASPE/IFRS).
• Assist with year-end and periodic audits by providing documentation and detailed reconciliations.

Vendor & Internal Stakeholder Support

• Respond to vendor inquiries professionally and in a timely manner.
• Collaborate with procurement, operations, and other departments to resolve billing or receipt issues.
• Maintain strong working relationships with vendors, ensuring timely communication of payment status.

Financial Recordkeeping & Reporting

• Assist with monthly closing activities, including AP accruals and aging reports.
• Maintain vendor master data, ensuring accuracy of contact details, tax documentation, and banking information.
• Monitor accounts to ensure payments are up to date and discounts are captured when available.

Qualifications and Experience:

Education & Experience

• High school diploma or equivalent required; post‑secondary education in accounting, business, or finance preferred.
• 2+ years of accounts payable or general accounting experience (U.S. or Canada).
• Experience with ERP systems (e.g., SAP, Oracle, Microsoft Dynamics, QuickBooks, Sage, NetSuite).

Skills & Competencies

• Strong knowledge of AP processes, financial controls, and standard accounting principles.
• Familiarity with U.S. W‑9 and 1099 reporting and/or Canadian vendor tax documentation (e.g., SIN/BIN, T4A reporting).
• Excellent attention to detail and accuracy.
• Strong communication and customer‑service skills.
• Ability to manage multiple priorities in a fast‑paced environment.
• Intermediate proficiency in Microsoft Excel and other financial software.

Preferred Qualifications

• Experience in shared services, multi‑entity, or high‑volume AP environments.
• Knowledge of sales tax/GST/HST compliance for both the U.S. and Canada.
• Ability to analyze processes and recommend improvements.

Location

Remote U.S.

Compensation & Benefits:

The expected base salary range for this role is $65,000 - $70,000 USD per year. Actual compensation will be determined based on a number of factors including skills, experience, qualifications, and location.

This role is also eligible for performance-based bonuses and a comprehensive U.S. based benefits package, including:

• Medical, dental, and vision insurance
• 401(k) with company match
• Paid time off and company holidays
• Wellness programs and employee assistance resources
• Professional development support

For more information, visit our full benefits overview here.

Equal Opportunity Employment Statement

Salas O’Brien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, colour, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state/provincial, or local laws. Salas O’Brien will accommodate the disability-related needs of applicants as required by law.

 Third-Party Agency Notice
Salas O’Brien does not accept unsolicited resumes from external recruiters or agencies. We only work with approved partners engaged directly by our Talent Acquisition team for specific searches. Unsolicited submissions will not be eligible for placement fees.