AP Vendor Onboarding Specialist

Job Title: AP Vendor Onboarding Specialist
Location: New York (Full-Time, In-Office / Remote)

Pay range: $29-$34/ hr

Who We Are

Waste Solution Services (WSS) helps multifamily and commercial portfolios lower and stabilize waste spend. We do not haul trash; we sit between clients and haulers to audit invoices, optimize contracts, right-size service, centralize billing, and manage service issues. Our work is built around cost predictability, operational clarity, and strong execution.

Overview
Join our Accounts Payable team as an AP Vendor Onboarding Specialist. You will own the critical early-stage setup and validation of new vendor accounts, ensuring billing accuracy from day one. If you have a keen eye for detail and expertise in vendor portals, reconciliation, and resolving billing discrepancies, this essential role is for you. Full-time position in New York (Remote/Hybrid options available).

Key Responsibilities

New Account Setup & AP Oversight

• Own the Accounts Payable setup process for all new customer accounts during the initial service period
• Ensure proper WSS access is established in all vendor portals for internal visibility and control
• Maintain clean and accurate account structures within internal systems

Billing Validation & Early-Stage Reconciliation

• Review and validate first-month (and early-stage) vendor invoices to ensure accuracy before passing information to AR for customer billing
• Reconcile whether initial invoices were paid by the customer or internally, and clearly document billing responsibility and timing
• Identify vendor billing discrepancies early and take ownership of escalating and disputing them
• Track escalated issues to ensure timely resolution and proper follow-through
• Ensure billing aligns with contracted rates, service levels, and agreed terms

Cross-Functional Collaboration

• Partner with Accounts Receivable (AR) by relaying accurate, validated billing information for customer invoicing
• Ensure a clean handoff from AP (setup and validation) to AR (ongoing billing) after the initial account period

Tracking & Documentation

• Maintain detailed records of account setup, billing validations, discrepancies, and dispute outcomes
• Track exception cases and ensure all issues are resolved and documented before transitioning accounts out of the initial phase
• Ensure CRM and internal systems reflect accurate base rates, fees, and billing timelines

Qualifications

• 2+ years of experience in Accounts Payable, billing operations, or vendor coordination
• Strong attention to detail with the ability to audit invoices and account setups
• Experience working with vendor portals, invoices, and discrepancy resolution
• Proficiency in Excel or Google Sheets; CRM experience is a plus
• Strong problem-solving skills and the ability to investigate and escalate issues
• Clear communication skills and ability to coordinate across teams
• Comfortable working in a fast-paced, in-office environment

Notice: WSS does not accept unsolicited contact from recruiters, agencies, or third-party vendors. Applicants must complete the official application to be considered. Direct emails or phone calls to the Company will not be accepted and may result in disqualification from consideration.