Junior Accounts Payable Associate

HeadQuarters; California (MO); On-site; USD 45,000 - 55,000; Full time

Job summary

HeadQuarters is seeking an Accounts Payable Associate to support US operations, with a focus on California processing flows. You will handle high-volume invoice processing, validate data accuracy, and ensure PO matching within our ERP environment.

You will collaborate with the Central Accounts Payable Team, escalate discrepancies, and help maintain orderly records while following established controls and procedures for timely payments.

Qualifications

• Basic understanding of Accounts Payable or accounting processes preferred.
• Strong attention to detail and ability to identify discrepancies.
• Comfortable working with a high volume of transactions in a fast-paced environment.
• Ability to follow defined processes and procedures consistently.

Responsibilities

• Process and review approximately 100-150 invoices per day for California operations and approximately 15 invoices per day for Non-California operations.
• Review invoices processed through an automated workflow in Microsoft Dynamics 365 Business Central, validating that invoice information has been captured accurately.
• Compare and validate vendor invoices against the corresponding Purchase Orders (POs) in Odoo.
• Identify missing, incorrect, or incomplete information and follow established procedures to resolve discrepancies.
• Request or follow up on Purchase Orders through Procurify for specific categories of invoices when required.
• Ensure invoices are properly supported and routed according to internal AP procedures.
• Maintain accurate records of invoice status and pending items.
• Escalate invoice discrepancies, missing POs, or other processing issues to the appropriate stakeholders.
• Prepare updates and communicate relevant information to the Central Accounts Payable Team.
• Support the AP team with reporting and follow-up on pending invoices or exceptions.
• Follow established internal controls and processes to ensure accuracy and consistency in invoice processing.

Skills

Attention to detail

Organization and time management

Data validation

High-volume transaction processing

Communication and follow-up

Ability to follow processes

Problem identification and escalation

Tools

ERP systems

Business Central

Odoo

Procurify

Job description

About the Role

HeadQuarters is a global start-up that partners with US cannabis companies to provide support in finance, sales operations, and logistics.

Core Responsibilities

• Process and review approximately 100-150 invoices per day for California operations and approximately 15 invoices per day for Non-California operations.
• Review invoices processed through an automated workflow in Microsoft Dynamics 365 Business Central, validating that invoice information has been captured accurately.
• Compare and validate vendor invoices against the corresponding Purchase Orders (POs) in Odoo.
• Identify missing, incorrect, or incomplete information and follow established procedures to resolve discrepancies.
• Request or follow up on Purchase Orders through Procurify for specific categories of invoices when required.
• Ensure invoices are properly supported and routed according to internal AP procedures.
• Maintain accurate records of invoice status and pending items.
• Escalate invoice discrepancies, missing POs, or other processing issues to the appropriate stakeholders.
• Prepare updates and communicate relevant information to the Central Accounts Payable Team.
• Support the AP team with reporting and follow-up on pending invoices or exceptions.
• Follow established internal controls and processes to ensure accuracy and consistency in invoice processing.

Qualifications

• Basic understanding of Accounts Payable or accounting processes preferred.
• Previous experience in an administrative, data entry, accounting, or finance-related role is a plus, but not required.
• Strong attention to detail and ability to identify discrepancies.
• Comfortable working with a high volume of transactions in a fast-paced environment.
• Ability to follow defined processes and procedures consistently.
• Basic understanding of Purchase Orders and invoice matching is preferred.
• Experience with ERP or accounting systems is a plus; experience with Business Central, Odoo, or Procurify is highly desirable but not required.
• Good organizational and follow-up skills.
• Comfortable communicating issues and updates to other teams.
• Basic to intermediate Excel skills preferred.
• English communication skills sufficient to work with internal teams and written documentation.

Key Skills

• Attention to detail
• Organization and time management
• Data validation
• High-volume transaction processing
• Communication and follow-up
• Ability to follow processes
• Problem identification and escalation

Our Values

We are guided by curiosity, collaboration, and persistence. We seek to understand deeply, work collectively to solve complex challenges, and remain resilient in pursuit of meaningful, long-term impact. These principles shape how we operate as a team and how we support the success of our clients.

Take a look at this short video featuring a few words from the CEO about our company, industry insights, and founding HQ!

Looking forward to meeting you!

www.tryheadquarters.com