Accounts Payable Specialist

This position reports to: Chief Financial Officer

Overview: At Atlas Travel & Technology Group, our purpose is to Stand-Up, Stand-Out. To do something every day that makes the next day better for all. We value creativity to build new paths forward, collaborate respectfully, have the drive to get up and do it, open ourselves to grow, do what we say, love what we do, and have fun along the way. This is who we are, our culture.

The Accounts Payable Specialist will oversee and take full ownership of the end-to-end accounts payable function, from high-volume vendor invoice processing and corporate credit card reconciliations to prepaid expense management and month-end close support. The ideal candidate is a detail-oriented, self-motivated professional with a strong foundation in AP processes, and a commitment to maintaining the financial integrity of our operations.

The Accounts Payable Specialist must be able to commute to the Atlas HQ in Marlborough, MA one day a week to process checks, etc.

Responsibilities and Duties:

Vendor Payables & Contract Compliance

• Invoice Processing: Manage high-volume invoice processing; execute three-way matching against contracts, rate agreements, and purchase orders. Audit and resolve discrepancies promptly.
• Vendor Master Data: Maintain a centralized, accurate vendor master file. Coordinate onboarding by collecting required tax documentation (W-9/W-8BEN), certificates of insurance, and ACH/banking details.
• Contract Compliance: Cross-check invoices against contracted rates, payment terms, and scopes of service prior to approval; flag and escalate billing inconsistencies.
• Dispute Resolution: Manage credit memos, supplier disputes, and debit balance resolutions.

Payment Processing & Treasury Support

• Disbursements: Prepare and execute weekly payment runs via ACH, wire transfer, check, and virtual cards, prioritizing by due dates and cash flow requirements.
• On-Site Operations: Maintain a weekly on-site presence required for seamless physical payment processing and check management.
• Reconciliation: Maintain accurate payment records and support month-end bank and cash reconciliations.

Credit Card & Expense Management

• Corporate Cards: Reconcile and process all corporate credit card accounts monthly. Ensure all transactions are matched to receipts, properly authorized, and coded to the correct cost centers/GL accounts.
• Dispute Management: Investigate and resolve unreconciled or disputed charges directly with cardholders and financial providers.
• Policy Enforcement: Review and process employee travel and entertainment (T&E) expenses, ensuring strict compliance with company policies while flagging exceptions.

Prepaid Expenses & Customer Refunds

• Prepaid Schedules: Identify, record, and track prepaid expenses (e.g., vendor deposits, annual software subscriptions, insurance premiums). Maintain the prepaid amortization schedule to ensure accurate month-end expense recognition.
• Refund Management: Process customer refund requests initiated by internal teams, verifying eligibility, tracking timelines, and providing status updates.

Month-End Close, Compliance & Internal Controls

• Close Support: Assist with the month-end and year-end close, including AP subledger reconciliations, aging report reviews, and accrual entries.
• Audit Readiness: Support year-end audit preparation by pulling requested AP documentation and responding to auditor inquiries.
• Internal Controls: Enforce financial controls to ensure AP data integrity and compliance with GAAP, local regulations, and 1099 reporting requirements.

Continuous Improvement & Special Projects

• Process Optimization: Identify bottlenecks within the AP workflow and actively participate in projects related to AP automation, system implementations (ERP upgrades), and policy updates.
• Ad Hoc Support: Provide financial analysis support and backup to other members of the accounting team as directed by the manager/CFO.

Core Competencies: 

Core Competencies identify behaviors and skills all employees are expected to demonstrate to carry out the mission and goals of the company

• Initiative and Creativity
• Judgment
• Cooperation / Teamwork 
• Quality of Work
• Reliability 
• Support Diversity / CSR

Education and/or Experience:

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or related field (or equivalent work experience).
• Minimum of 2–4 years of progressive accounts payable or general accounting experience, preferably in a high-volume environment.
• Experience in the travel, hospitality, or tourism industry and familiarity with GDS platforms (Sabre, Amadeus, Travelport) is a plus.
• Experience in multi-currency payment processing and foreign exchange considerations is a plus.
• Strong knowledge of accounting principles and AP processes (three-way matching, accruals, payment terms).
• Proficiency in Unit 4 accounting software a plus but not mandatory; advanced MS Excel skills required.
• Experience with expense management platforms such as Concur, Stripe or Brex is a plus.
• Exceptional attention to detail, organizational skills, and problem-solving ability.
• Strong written and verbal communication and interpersonal skills.

Language Skills:

Ability to communicate in standard business English both written and spoken. Ability to read and comprehend simple instructions, correspondence and memos. Ability to effectively present information in one-on-one, small group situations.

Physical and Mental Demands:

The requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Requires an adequate range of body motion and mobility to enable the individual to perform the essential functions of the job.
• Requires ability to remain in a stationary position for prolonged periods of time throughout the workday.
• Requires ability to move about to access file cabinets, office equipment, etc.
• Requires ability to operate a computer, telecommunication devices and other office equipment for prolonged periods of time throughout the workday.
• Requires ability to express or exchange ideas by means of the spoken word, imparting oral information to employees, clients and customers accurately and clearly in person or via telephone.
• Requires the ability to perceive the nature of sounds and receive detailed information through oral communication in person or via telephone.
• Requires clarity of near vision where special and minute accuracy is demanded.
• Requires the ability to work and cooperate with employees and clients at all levels and from diverse backgrounds to exchange ideas and information to facilitate the task at hand.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work environment is a hybrid remote / office environment.