Accounts Payable Specialist at Airspace

<div class="content-intro"><h3><span style="font-family: arial, helvetica, sans-serif;"><strong>Company Introduction:</strong></span></h3> <p><span style="font-family: arial, helvetica, sans-serif;"><a href="http://airspace.com"><span style="font-weight: 400;">Airspace</span></a><span style="font-weight: 400;"> is a tech-enabled freight forwarder that’s redefining how the world’s most critical packages are delivered. Headquartered in Carlsbad, California, Airspace has employees who are based around the world. Our European headquarters is in Amsterdam, The Netherlands.</span></span></p> <p><span style="font-weight: 400; font-family: arial, helvetica, sans-serif;">As a recognized leader in AI and machine learning, our team leverages data and patented technology to coordinate logistics across a global network of drivers and airlines. Our goal is to deliver those packages that are truly mission-critical in a way that is faster, more transparent, more secure, and more accountable than ever before. The items we deliver range from organs for transplant, to parts for critical machinery including grounded aircraft and highly sensitive components such as semiconductors.&nbsp;&nbsp;</span></p> <p><span style="font-family: arial, helvetica, sans-serif;"><span style="font-weight: 400;">Airspace has been rated one of&nbsp;</span><a href="https://www.forbes.com/lists/americas-best-startup-employers/?sh=430441b22ad7">America’s best Startup Employers</a><span style="font-weight: 400;"> and listed as one of&nbsp;</span><a href="https://www.cnbc.com/2022/05/17/airspace-disruptor-50.html"><span style="font-weight: 400;">CNBC’s Disruptor 50</span></a><span style="font-weight: 400;"> companies. </span><span style="font-weight: 400;">Airspace has the support of leading investors such as Telstra Ventures, HarbourVest Partners, Defy Partners, DBL Partners, and Scale Ventures. To date the company has</span><a href="https://www.cnbc.com/2022/05/25/early-tesla-investor-leads-70-million-investment-in-airspace.html"><span style="font-weight: 400;"> raised more than $140m.&nbsp;</span></a></span></p> <p><span style="font-weight: 400; font-family: arial, helvetica, sans-serif;">The company is growing rapidly and serving more places around the world than ever before. We are looking for passionate, motivated individuals who want to make an IMPACT every day to help us execute on our mission of reshaping the world of time-critical logistics.&nbsp;</span></p> <p>&nbsp;</p></div><h2>Job Overview</h2> <p>The core purpose of this role is to own full cycle AP from invoice receipt through coding, approval routing, and payment. While making sure driver payments, employee expenses in Ramp, and vendor records in NetSuite and Bill.com are all clean, compliant, and reconciled.&nbsp;</p> <p>In practice, this person is the operational backbone that ensures vendors and drivers get paid correctly, that spend is coded and controlled, and that month-end close has trustworthy numbers to work from. Timely, accurate vendor payments keep our partners engaged. Disciplined expense and vendor management keeps our internal controls tight as we scale rapidly into new markets. This role is important because we run high volume AP in a fast-paced, rapidly growing company, so errors, bottlenecks, or a neglected AP inbox create real friction for internal teams, vendors, and drivers. This role safeguards policy compliance, vendor and expense management, and reliable month-end data.</p> <p>This is a strong fit for someone with at least a couple of years of hands-on AP experience who's genuinely comfortable in automated AP and expense-management environments (Bill, Ramp, NetSuite exposure is ideal). The right person is an independent owner — they don't wait to be told what to do, they take responsibility for their queue, and they re-prioritize on the fly without losing accuracy. They're detail-oriented by nature, solid in Excel (VLOOKUP/XLOOKUP, SUMIF, IF, PivotTables), and understand how vendor bills and credits flow through the general ledger rather than just pushing transactions through.</p> <p>This role is a good fit for a solution-oriented communicator who works well with both internal teams and outside vendors. A person who asks for clarification instead of guessing when something's unclear. Someone who thrives on order, likes untangling a payment or vendor account issues, and wants to make a visible impact in a high growth, mission driven company will do well here. It's probably not the right fit for someone who needs a slow, highly predictable environment or a lot of handholding.</p> <p><br><br></p> <h2>What You'll Do</h2> <p>Start in the AP inbox. The specialist triages what came in overnight, internal questions from other teams, vendor emails, new invoices, and routes each one for resolution or handling it directly. This is the pulse of the job staying on top of a steady flow of requests and making sure nothing sits and goes stale.</p> <p><br>The bulk of the day is full-cycle invoice work. That means taking invoices from receipt through coding, sending them through approval routing, and getting them queued for payment, all while double-checking that the coding is right. Alongside that, you support processing weekly driver payments, reconciling those charges against our internal software so the numbers match up. You also keep an eye on employee expenses in Ramp, checking that submissions are coded correctly, properly approved, and compliant with policy before they're reconciled.<br><br></p> <p>A good chunk of any given day is problem solving. When an invoice doesn't match, a vendor account looks off, or a payment doesn’t go through cleanly, you investigate it, work it to resolution, and escalate to your manager when it's beyond your call. You're also maintaining vendor records in NetSuite and Bill setting up new vendors, updating details, creating credit memos when needed so our master data stays clean.<br><br>The rhythm shifts a bit depending on where we are in the month. Around month end close, more of their time goes to reviewing open invoices, analyzing vendor balances, and helping with AP month end close items. At year end,1099 preparation for filings and throughout you'll pick up ad hoc projects as they come up.</p> <p>&nbsp;</p> <p><strong>Requirements:</strong></p> <ul> <li>At least 2+ years of experience in Accounts Payable</li> <li>Experience working with automated AP and expense management workflows required.&nbsp;</li> <li>Solid understanding of how vendor bills and credits impact the general ledger.&nbsp;</li> <li>Ability to work the working hours: Start 9am Pacific time / 12am Philippines time</li> </ul> <p>Technical skills/knowledge:</p> <ul> <li>Proficiency in Microsoft Excel required (VLOOKUP, XLOOKUP, SUMIF, IF, PivotTables).&nbsp;</li> <li>Bill experience preferred.&nbsp;</li> <li>Ramp or similar corporate expense management platform experience preferred&nbsp;</li> <li>NetSuite experience a plus.&nbsp;</li> </ul> <p>Non-technical skills/qualities</p> <ul> <li>Adaptability. We're growing rapidly, so processes, tools, and volumes shift. Someone who stays flexible and rolls with change, rather than needing everything stable and predictable. They work independently and own their responsibilities.&nbsp;</li> <li>Excellent communicator with internal teams and vendors, solution oriented and asks for clarification when information is unclear.&nbsp;</li> <li>Strong analytical skills and attention to detail across invoices, payments, and vendor records.&nbsp;</li> <li>Collaboration and reliability as a teammate. Much of the work touches other people routing inquiries, supporting your manager on ad hoc projects. Being someone teammates can count on matters as much as individual output.</li> </ul> <p>&nbsp;</p> <h2>Success Metrics</h2> <p><strong>This year:</strong> <em>what does success look like in this role this year?</em><br>You have mastered the rhythm of the role, including the seasonal parts. You have been through several month-end closes where your contribution (open invoices reviewed, vendor balances, and expense management review/compliance) is dependable, and ideally a full year-end 1099 / W-9 cycle handled cleanly. You're a communicator other teams and vendors like working with. You have moved from just processing transactions to improving how the work gets done, spotting a recurring problem and fixing the process behind it, and taking on ad hoc projects from your manager without needing to be walked through them.</p> <p><strong>Next year:</strong> <em>what does success look like in this role next year?</em><br>This looks like expanding scope and impact. Having mastered the core role, you take on more complex or higher value work, leading a process improvements or system projects, becoming the team's go to in a particular area (vendor management, driver reconciliation, expense compliance). This is where I'd look for someone stepping up as a stronger individual contributor and positioning themselves for more responsibility.</p> <h3>Your First 90 Days</h3> <p>You should know how invoices flow through coding, approval, and payment at Airspace; be comfortable working in Bill and Ramp; understand our vendor base and the weekly driver payment cadence; and have taken real ownership of the AP inbox. Success looks like accurate, on time full cycle invoice processing and driver payments handled independently, with good clarifying questions along the way. Not expecting full speed yet, rather reliable accuracy and someone who no longer needs each task handed to them.</p> <h3>Your First 180 Days</h3> <p>You are running the core job without oversight. Invoices, driver payments, and Ramp expenses are accurate, on time, and coded correctly, with no chronic backlogs. The AP inbox stays current. Vendor records in NetSuite and Bill are clean. You investigate and resolve invoices, vendor, and payment issues themselves, escalating only what genuinely needs it. The clearest signal at this point is that your manager stopped checking your work. You own your queue and your manager trusts the output.&nbsp;</p> <p><strong>&nbsp;</strong></p> <p>&nbsp;</p> <p><strong>Compensation range: </strong>$12,000 - $13,000 USD anually</p> <p>&nbsp;</p><div class="content-conclusion"><h3><span style="font-family: arial, helvetica, sans-serif;"><strong>Core Values:</strong></span></h3> <ul> <li style="font-family: arial, helvetica, sans-serif;"><span style="font-family: arial, helvetica, sans-serif;"><strong>We are One Team</strong><span style="font-weight: 400;">. We believe we all accomplish more when we are working together.</span></span></li> <li style="font-family: arial, helvetica, sans-serif;"><span style="font-family: arial, helvetica, sans-serif;"><strong>We make an Impact</strong><span style="font-weight: 400;">. We are determined to have a positive influence on our environment, our customers, our industry, and our world.</span></span></li> <li style="font-family: arial, helvetica, sans-serif;"><span style="font-family: arial, helvetica, sans-serif;"><strong>We are Passionate</strong><span style="font-weight: 400;">. We care deeply about our mission and are not afraid to raise the bar.</span></span></li> <li style="font-family: arial, helvetica, sans-serif;"><span style="font-family: arial, helvetica, sans-serif;"><strong>We are Transparent</strong><span style="font-weight: 400;">. We pride ourselves on having open, honest, and sincere communication with our team and customers.</span></span></li> <li style="font-family: arial, helvetica, sans-serif;"><span style="font-family: arial, helvetica, sans-serif;"><strong>We are Innovative</strong><span style="font-weight: 400;">. We never settle and are always striving to improve our product, service, and ourselves.</span></span></li> </ul> <p>&nbsp;</p> <p><span style="font-family: arial, helvetica, sans-serif;"><span style="font-weight: 400;"><strong>Airspace is proud</strong> to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. Additionally, Airspace participates in the E-Verify program for all locations.&nbsp;&nbsp;</span></span></p> <div class="c-message_kit__gutter"> <div class="c-message_kit__gutter__right" data-qa="message_content"> <div class="c-message_kit__blocks c-message_kit__blocks--rich_text"> <div class="c-message__message_blocks c-message__message_blocks--rich_text"> <div class="p-block_kit_renderer" data-qa="block-kit-renderer"> <div class="p-block_kit_renderer__block_wrapper p-block_kit_renderer__block_wrapper--first"> <div class="p-rich_text_block"> <div class="p-rich_text_section">&nbsp;</div> <div class="p-rich_text_section"><span style="font-family: arial, helvetica, sans-serif;"><strong>A friendly reminder:</strong> Airspace will only contact candidates from an <strong>@airspace.com</strong> email, a no-reply notification from <strong>[email protected]</strong>, or a verified <strong>LinkedIn profile.</strong> We never request fees or sensitive personal/financial information during recruiting. If something seems suspicious or feels off, please reach out to us at <a href="mailto:[email protected]"><strong>[email protected]</strong></a> before responding.</span></div> <div class="p-rich_text_section">&nbsp;</div> <div class="p-rich_text_section">&nbsp;</div> <div class="p-rich_text_section"><span style="font-family: arial, helvetica, sans-serif;"><em>For this role the acquisition of recruitment agencies is not appreciated, thank you for your understanding.</em></span></div> <div class="p-rich_text_section">&nbsp;</div> </div> </div> </div> </div> </div> </div> </div></div>