Accounts Payable Specialist

Ubiquity; Philippines; On-site; PHP 420,000 - 660,000; Full time

Job summary

Ubiquity is seeking an Accounts Payable Analyst who will own the full cycle of AP operations, ensuring accurate invoice processing, strong vendor relationships, and efficient workflows. The role emphasizes designing robust AP processes and maintaining audit-ready records in a fast-paced environment.

You will handle vendor onboarding, multi-channel payments, and month-end close support while upholding internal controls and compliance. A detail-oriented, proactive mindset is essential.

Qualifications

• 3+ years of hands-on accounts payable or general accounting experience.
• Experience with vendor onboarding, including W-9s and tax documentation.
• Ability to design and implement AP processes with dual-approval controls.
• Understanding of procure-to-pay cycle and three-way matching.
• Proficient in Excel/Google Sheets (VLOOKUPs, pivots, reconciliation).
• Strong attention to detail and ability to manage high invoice volumes.

Responsibilities

• Process and review vendor invoices for accuracy, coding, and approvals before payment.
• Design and maintain an end-to-end AP process with timely payments and dual-approval controls.
• Manage vendor onboarding and documentation collection (W-9s, banking details, tax classifications).
• Prepare and execute weekly and ad hoc payment runs (ACH, wire, check, virtual card).
• Reconcile AP sub-ledger to GL monthly and resolve discrepancies.
• Manage 1099 reporting and year-end filings.
• Respond to vendor inquiries and resolve invoice/payment discrepancies.
• Maintain organized audit-ready AP records and documentation.
• Assist with month-end/year-end close activities and accruals.
• Identify opportunities to streamline AP processes and improve controls.
• Support audit requests related to accounts payable.

Skills

Vendor onboarding

AP process design

Three-way matching

Excel/Google Sheets

Attention to detail

Time management

Communication

Accounts payable

Education

Accounting/Finance degree

Tools

Zip

NetSuite

AP automation tools

Job description

At Ubiquity, we live and breathe our mantra: Head, Heart, Hustle. This isn't just a philosophy—it's the foundation of who we are and what we do. As a Accounts Payable Analyst, you'll embody this mantra every day, delivering exceptional service with expertise, empathy, and a drive to succeed.

About the role:

We are looking for a detail-oriented and proactive Accounts Payable Specialist to manage the full cycle of accounts payable operations. In this role, you will be responsible for ensuring accurate and timely processing of vendor invoices, maintaining strong vendor relationships, and building efficient AP workflows that support the organization's financial integrity. The ideal candidate brings hands-on experience designing processes from the ground up and thrives in a fast-paced environment.

What You'll Do:

• Process and review vendor invoices for accuracy, proper coding, and appropriate approvals before payment
• Design and maintain an end-to-end AP process that ensures all payments are made on time and in compliance with company policy, including dual-approval workflows
• Manage vendor onboarding, including collection and verification of required documentation (W-9s, banking details, tax classifications, and vendor agreements)
• Prepare and execute weekly and ad hoc payment runs (ACH, wire, check, virtual card)
• Reconcile AP sub-ledger to the general ledger on a monthly basis and resolve discrepancies promptly
• Manage the 1099 reporting process, ensuring accurate and timely year-end filings
• Respond to vendor inquiries, resolve invoice and payment discrepancies, and maintain positive vendor relationships
• Maintain organized and audit-ready AP records and documentation
• Assist with month-end and year-end close activities, including accruals and expense analysis
• Identify opportunities to streamline AP processes, reduce cycle times, and strengthen internal controls
• Support internal and external audit requests related to accounts payable

What we're looking for

• -3+ years of hands-on accounts payable or general accounting experience
• Demonstrated experience in **vendor onboarding**, including collection, verification, and management of W-9s and related tax documentation
• Proven ability to **design and implement AP processes** that ensure payments are made on time with appropriate dual-approval controls
• Strong understanding of the full procure-to-pay cycle and three-way matching
• High proficiency in Excel/Google Sheets (VLOOKUPs, pivot tables, data reconciliation)
• Strong attention to detail and ability to manage high invoice volumes with accuracy
• Excellent organizational and time-management skills with the ability to meet strict deadlines
• Clear and professional written and verbal communication skills

Preferred Qualifications

• Familiarity with Zip** (procurement and spend management platform)
• Familiarity with NetSuite** (ERP, particularly the AP and vendor management modules)
• Experience with automated invoice processing or AP automation tools
• Exposure to multi-entity or multi-subsidiary accounting environments
• Associate's or Bachelor's degree in Accounting, Finance, or a related field
• Experience supporting audit preparation and SOX or internal control compliance

Head:Access to career development programs that help you grow professionally and personally.

Heart:Be part of a people-first culture that values your contributions and supports your aspirations.

Hustle:Thrive in a dynamic, fast-paced environment where your hard work and dedication are celebrated.

At Ubiquity, we're more than a workplace—we're a community that's invested in your success.