Accounts Payable & Expenses Specialist

Responsibilities

• Invoice Processing:
• Accurately review and process PO and non-PO invoices for the US, Norway, Switzerland, and UK entities in compliance with local tax and VAT regulations.
• Ensure timely approval and payment of invoices, verifying proper coding, VAT treatment, and appropriate documentation.
• Collaborate with procurement and other departments to resolve discrepancies between POs and invoices, ensuring Sales & Use tax compliance in the US and VAT compliance in Norway, Switzerland and UK


• Vendor Relations:
• Serve as the primary contact for vendor queries related to payments, VAT discrepancies, and other concerns.
• Build and maintain strong relationships with vendors, ensuring timely communication and resolution of any issues that could impact payments, including VAT disputes.


• Purchase Order Support:
• Assist in the creation and management of POs, ensuring that all purchases align with company policies and applicable VAT treatment.
• Reconcile PO-based invoices against purchase orders to confirm accuracy and resolve discrepancies while ensuring compliance with VAT requirements.


• Expense System Management:
• Oversee and manage the expense management platform, ensuring accurate and timely submission, review, and approval of employee expenses across all entities (US, Norway, Switzerland, UK).
• Provide training and support to employees on system usage, ensuring VAT compliance within expense reporting.


• Global Credit Card Program:
• Administer the company’s global credit card program across multiple entities, including issuing cards, monitoring usage, and reconciling monthly statements.
• Ensure compliance with corporate policies regarding credit card usage, including VAT coding and reconciliation.


• Financial Reporting:
• Assist in month-end close activities related to accounts payable, including accruals, reconciliations, and reporting.
• Support internal audits and provide documentation as required for compliance, tax reporting, and financial audits.
• SPOC
• Act as a single point for contact for financial administration tasks including liaising with local authorities during Audits, registrations and follow-up on notices.

Qualifications & Education

• Bachelor's degree in Accounting, Finance, or a related field preferred.
• 3+ years of experience in accounts payable, preferably within a biotech or similar industry, with exposure to multi-entity and multinational VAT processes.
• Familiarity with VAT regulations in the Europe.
• Strong vendor management skills.
• Experience managing global credit card programs.
• Proficient in Microsoft Office Suite, especially Excel.
• Strong analytical and organizational skills, with keen attention to detail.
• Ability to work independently in a fully remote environment and communicate effectively with a global team.

Preferred Skills:
• Experience working with biotech or pharmaceutical companies.
• Knowledge of Netsuite & Rydoo.
• Strong knowledge of GAAP and VAT compliance requirements across multiple jurisdictions.