Accounts Payable Specialist

At Headlands Research, we're advancing innovative medical therapies by supporting one of the fastest-growing clinical research site networks in North America. Behind every successful clinical trial is a strong operational team, and our Accounting team plays a critical role in ensuring our sites have the resources they need to improve patients' lives.

The Role:

We're looking for an experienced Accounts Payable Specialist who enjoys owning the AP process, solving problems, improving workflows, and partnering with colleagues across the organization. This is an excellent opportunity for someone who wants more than just invoice processing—you'll become a trusted subject matter expert supporting multiple business entities while helping us continue to scale. If you're someone who takes pride in accuracy, enjoys working with technology, and wants to join a collaborative, high-performing remote team, we'd love to hear from you.

Why Join Headlands Research?

• 100% Remote position with a collaborative, supportive team
• Opportunity to support a rapidly growing organization across the U.S. and Canada
• Be a key contributor on a centralized accounting team with visibility across the business
• Work with modern financial systems and help improve processes and automation
• Join a company with a mission of improving lives through clinical research
• Competitive compensation and comprehensive benefits package
• Opportunities for professional growth as the organization continues to expand

Responsibilities:

• Process vendor invoices accurately and efficiently within NetSuite
• Prepare ACH, wire, and other electronic vendor payments
• Manage vendor onboarding, payment portals, W-9 documentation, and banking information
• Reconcile vendor statements and proactively resolve outstanding invoices, credits, and payment discrepancies
• Monitor multiple AP inboxes and respond promptly to internal and external inquiries
• Review, audit, and process employee expense reports through the company's expense management system
• Serve as the internal subject matter expert for the expense management platform by providing user support, troubleshooting, and training
• Partner with site leaders and department managers to obtain invoice and expense approvals
• Perform monthly corporate credit card coding and reconciliations
• Prepare and file annual 1099s for multiple legal entities
• Support audits, reporting requests, compliance initiatives, and special projects
• Identify opportunities to improve AP processes, documentation, internal controls, and system efficiencies

Requirements:

• 4+ years of progressive Accounts Payable experience
• Experience preparing and filing annual 1099s
• Experience administering or supporting an expense management platform (Emburse, Concur, Ramp, Expensify, or similar)
• Experience supporting multiple business entities, locations, or operating companies
• Strong understanding of accounts payable processes, controls, and best practices
• Advanced attention to detail with exceptional organizational skills
• Strong Microsoft Excel skills
• Excellent communication and customer service skills
• Demonstrated ability to learn new financial systems quickly and troubleshoot system-related issues independently
• Experience with NetSuite ERP preferred
• Experience processing ACH, wire transfers, and electronic vendor payments preferred
• Working knowledge of general accounting concepts including accruals, fixed assets, and prepaid expenses preferred

What Success Looks Like

• Highly organized and naturally detail-oriented
• Customer-focused and responsive to internal stakeholders
• Curious, proactive problem-solvers who look for ways to improve processes
• Comfortable managing multiple priorities while meeting deadlines
• Collaborative team players who communicate effectively across all levels of the organization
• Self-motivated professionals who thrive in a remote environment with minimal supervision

About Headlands Research

Headlands Research is a leading integrated clinical trial site organization with locations across the United States and Canada. Our mission is to improve lives by advancing innovative medical therapies, while making clinical research more accessible for patients and communities. We believe our people are our greatest asset, and we're committed to creating an environment where talented professionals can grow their careers while making a meaningful impact on healthcare.