Accounts Payable Analyst

Noovo; Las Vegas (NV); Vor Ort; USD 62.000 - 75.000; Vollzeit

Benefits dieser Stelle

Medical, dental, vision insurance

Paid time off & holidays

401(k) plan with company match

Zusammenfassung

Noovo, based in Las Vegas, NV, seeks an Accounts Payable Analyst to own complex payment decisions. You will verify three‑way matches, resolve discrepancies, and coordinate with the purchasing and warehouse teams in a fast‑paced manufacturing environment.

The role requires 3–6+ years in AP, strong Excel skills, and experience with ERP platforms. On-site work is required in Las Vegas with routine collaboration across departments to ensure precise vendor billing and timely payments.

Qualifikationen

• 3–6+ years of accounts payable experience, including hands-on three-way matching in a PO environment.
• Experience in a manufacturing, distribution, construction, or other inventory‑carrying business.
• Demonstrated ownership of invoice approval decisions — not just processing, but deciding and documenting.
• Track record of identifying and recovering vendor credits, and of resolving disputes directly with vendors.
• Working knowledge of an ERP system’s purchasing, receiving, and vendor bill functionality.
• Experience with QuickBooks Online or a comparable general ledger system.
• Strong Excel skills — lookups, pivot tables, and reconciling large transaction sets.
• Clear, concise written communication — able to summarize payment status and open issues for a CFO‑level audience.
• Comfortable pushing back: on vendors, on purchasing, and on an AI‑generated coding suggestion that is wrong.
• Comfortable working directly with purchasing, receiving, warehouse, and production personnel.

Aufgaben

• Perform three-way matching of POs, receiving records, and vendor invoices in Odoo.
• Investigate match exceptions to root cause — quantity variances, price discrepancies, unit-of-measure mismatches, and unreceived goods.
• Walk down open receipts with receiving and warehouse teams when records disagree.
• Distinguish genuine vendor errors from internal process issues and route to the right owner.
• Verify freight, duties, and other landed-cost components are billed correctly.
• Maintain a current log of open exceptions with status and aging.
• Identify when Noovo is owed a credit and initiate memo requests through to receipt and application.
• Own vendor communication on disputed items and reconcile vendor statements to open payables.

Kenntnisse

Three-way matching

Accounts payable

ERP navigation

Attention to detail

Written communication

Ausbildung

Associate’s or Bachelor’s degree in Accounting/Finance/Business

Tools

Odoo

QuickBooks Online

Cashflow360

Jobbeschreibung

About Noovo

Noovo is a fast-growing premium camper van manufacturer creating high-end Class B adventure vehicles designed for comfort, craftsmanship, and life on the road. The company builds custom, configurable vehicles for customers who want the freedom of the open road without sacrificing quality or livability.

Position Summary

Noovo is seeking an Accounts Payable Analyst to own the review, validation, and approval decision on every vendor invoice — verifying three-way matches in Odoo, pursuing credit memos and vendor corrections with the purchasing team, and communicating a clear, current payment picture to Noovo’s fractional CFO team. This is not an invoice data-entry role. Invoice capture and initial coding are handled through AI-assisted intake in Cashflow360 in partnership with Noovo’s fractional accounting team. What automation cannot do is decide whether an invoice is actually correct, whether the goods were received, whether the price matches what was negotiated, or whether Noovo is owed a credit. That judgment is this role. The Analyst is the checkpoint between a captured invoice and an approved payment. Every bill leaves this desk in one of three states: approved and released, denied or disputed with a documented reason, or held pending a specific open item with a named owner and an expected resolution date. Nothing sits in limbo. Because the underlying data lives across Odoo (purchasing, receiving, inventory), QuickBooks Online (accounting and reporting), and Cashflow360 (intake and payment workflow), this person also serves as a practical systems analyst — catching where AI-captured data diverges from what the ERP actually shows, and identifying the upstream process gaps that keep producing mismatches.

Key Responsibilities

Invoice Review & Approval Decisions

• Review AI-captured invoices in Cashflow360 for accuracy — vendor, amount, terms, tax, GL and cost coding, PO reference, and duplicate detection.
• Validate each invoice against the corresponding purchase order and receiving record in Odoo before approving.
• Make and document the approval decision on every bill: approved for payment, denied or disputed, or held pending resolution.
• For every denied or held invoice, record the specific reason, the owner of the resolution, actions taken, and the expected clearing date.
• Route invoices requiring department or executive authorization through the correct approval path and follow them to completion.
• Escalate items that fall outside policy — unapproved spend, invoices without a purchase order, new or unverified vendors, and unexplained price increases.
• Correct AI coding and capture errors, and track recurring error patterns for follow-up with the fractional team.

Three-Way Match & Exception Investigation

• Perform three-way matching of purchase orders, receiving documents, and vendor invoices in Odoo.
• Investigate match exceptions to root cause — quantity variances, price discrepancies, unit-of-measure mismatches, partial or split shipments, unreceived goods, and receipts posted late or not at all.
• Walk down open receipts with the receiving and warehouse teams when the system record and the physical reality disagree.
• Distinguish genuine vendor errors from internal process or timing issues, and route each to the right owner.
• Verify freight, duties, surcharges, and other landed-cost components are billed correctly and captured in the right place.
• Maintain a current, visible log of all open exceptions with status and aging.

Credit Memos, Vendor Disputes & Purchasing Partnership

• Identify when Noovo is owed a credit — overbilling, short shipments, returns, damaged or rejected material, pricing errors, duplicate invoices, and unearned charges.
• Work with the purchasing team to confirm negotiated pricing, terms, and quantities before disputing a charge with a vendor.
• Initiate and track credit memo requests through to receipt and application, so credits are actually captured rather than written off by attrition.
• Own vendor communication on disputed items — professional, specific, and persistent.
• Reconcile vendor statements to open payables and resolve aged or unapplied items.
• Manage returns, rebates, deposits, and prepayments and ensure they are correctly reflected against vendor balances.
• Give purchasing visibility into vendors that repeatedly bill incorrectly, so the pattern can be addressed at the source.

Payment Communication & Fractional CFO Coordination

• Prepare and present a recurring payment proposal to the fractional CFO team with a clean split between invoices approved and ready to release and invoices under investigation.
• For every item under investigation, communicate what is wrong, who owns it, what has been done, and when it is expected to clear.
• Maintain a current AP aging and near-term cash requirements view to support payment-timing decisions.
• Surface anticipated credits and disputes so they factor into cash planning rather than appearing as surprises.
• Confirm approved payments are released and correctly posted across Cashflow360, Odoo, and QuickBooks Online.
• Serve as the primary point of contact for vendor payment status inquiries.
• ERP & Systems Integrity (Odoo / QuickBooks Online / Cashflow360)
• Act as a hands‑on power user of the Odoo purchasing, receiving, vendor bill, and inventory modules.
• Reconcile activity across systems, including AP subledger to general ledger, received‑not‑invoiced balances, and vendor master data.
• Investigate sync failures, duplicate records, and data mismatches between Cashflow360, Odoo, and QuickBooks Online and drive them to resolution.
• Maintain clean vendor master data — payment terms, tax settings, remit‑to information, W‑9s, and duplicate prevention.
• Identify where upstream ERP workflows break down — POs not created, receipts not posted, units of measure configured incorrectly, bills entered outside the PO process — and elevate with a proposed fix.
• Help document, test, and roll out improvements to purchase‑to‑pay workflows as the company grows.
• Build and maintain recurring reporting on open exceptions, outstanding credits, open POs, and AP aging.

Month‑End Close & Reconciliation Support

• Support the fractional accounting team on month‑end close for accounts payable, accrued liabilities, received‑not‑invoiced, and prepaid balances.
• Prepare AP aging reconciliations and supporting schedules.
• Ensure held and disputed invoices are properly accrued rather than simply excluded.
• Support credit card and expense reconciliations, and confirm documentation and coding are complete.
• Support annual 1099 preparation and vendor compliance documentation.
• Provide backup documentation for audits, reviews, and tax filings.

Process Improvement & Controls

• Strengthen controls around purchase order authorization, receiving confirmation, invoice approval, and payment release.
• Track recurring match failures and credit situations by root cause, and partner with the responsible team to fix them upstream.
• Reduce manual workarounds, spreadsheet dependency, and duplicate handling across the three systems.
• Contribute written procedures and documentation for the purchase‑to‑pay workflow.

Qualifications

• 3–6+ years of accounts payable experience, including hands‑on three‑way matching in a purchase order environment.
• Experience in a manufacturing, distribution, construction, or other inventory‑carrying business.
• Demonstrated ownership of invoice approval decisions — not just processing, but deciding and documenting.
• Track record of identifying and recovering vendor credits, and of resolving disputes directly with vendors.
• Working knowledge of an ERP system’s purchasing, receiving, and vendor bill functionality.
• Experience with QuickBooks Online or a comparable general ledger system.
• Strong Excel skills — lookups, pivot tables, and reconciling large transaction sets.
• Clear, concise written communication — able to summarize payment status and open issues for a CFO‑level audience.
• Comfortable pushing back: on vendors, on purchasing, and on an AI‑generated coding suggestion that is wrong.
• Comfortable working directly with purchasing, receiving, warehouse, and production personnel.
• High attention to detail, strong organizational habits, and sound judgment with confidential financial information.

Preferred Qualifications

• Direct experience with Odoo, particularly purchasing, inventory, and vendor bills.
• Experience with Bill.com, Cashflow360, or a comparable AP automation and approval‑workflow platform.
• Experience working alongside a fractional CFO, outsourced accounting team, or external controller.
• Experience in a multi‑system environment (ERP plus a separate general ledger plus an AP platform) and reconciling across them.
• Familiarity with landed cost, received‑not‑invoiced accruals, or inventory receipt accounting.
• Experience supporting an ERP implementation, data cleanup, or purchase‑to‑pay process improvement initiative.
• Experience in automotive, RV, aerospace, custom manufacturing, or complex assembly environments.
• Associate’s or Bachelor’s degree in Accounting, Finance, Business, or a related field.

What Success Looks Like

• Within 30 days: every open invoice carries a documented status — approved, denied, or held with a named owner and expected clearing date.
• Within 60 days: a standing payment‑approval cadence with the fractional CFO team, and an active credit memo pipeline being tracked to collection.
• Within 90 days: AP balances reconciled across Cashflow360, Odoo, and QuickBooks Online; recurring match failures identified by root cause; and at least one upstream process gap closed.

Compensation & Benefits

• Salary range: $62,000 – $75,000 annually ($30.00 – $36.00 per hour), commensurate with experience and depth of ERP background
• Medical, dental, and vision insurance
• Paid time off and paid holidays
• 401(k) plan with company match
• Growth opportunity within a fast‑growing premium manufacturing company, including exposure to cost accounting and ERP process work

Location

This is a full‑time, on‑site position based at Noovo’s manufacturing facility in Las Vegas, NV. This role is not remote or hybrid. Because the work depends on direct, same‑day coordination with receiving, purchasing, inventory, and production teams — including walking down open receipts and resolving match exceptions in person — the Accounts Payable Analyst is expected on‑site during regular business hours and must be comfortable spending time in the manufacturing environment.