Accounts Payable Specialist

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