Accounts Payable & Vendor Management Specialist

The Accounts Payable & Vendor Management Specialist will play a key role in the company’s procure-to-pay (P2P) process — overseeing invoice processing, vendor onboarding and compliance, and supporting procurement operations. This hybrid role combines traditional AP functions with procurement and vendor management responsibilities to ensure financial accuracy, operational efficiency, and full compliance with utility-grade vendor requirements.

The ideal candidate is detail-oriented, process-driven, and proactive — someone who can streamline workflows, manage multiple priorities, and maintain a high degree of accuracy while working collaboratively across departments.

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Key Responsibilities

Accounts Payable Operations: (Approx. 50–60%)

•     Process and approve all vendor invoices in a timely and accurate manner.

•     Verify coding, approvals, and supporting documentation for each invoice.

•     Manage employee mileage reimbursement process and ensure compliance with company policies.

•     Support procurement card (P-card) transactions — reviewing, reconciling, and coding purchases for proper tracking and reporting.

•     Maintain accurate and organized records for audits and month-end close.

•     Support the Controller and Accounting team with reporting and AP-related reconciliations.

Vendor Onboarding & Compliance: (Approx. 25%)

•     Oversee vendor onboarding, certification, and compliance documentation for all subcontractors and service providers (currently ~400 vendor s).

•     Implement and maintain a standardized vendor certification process using ISNetworld (ISN) or equivalent systems to ensure proper insurance, safety, and qualification documentation.

•     Monitor vendor status and follow up on expiring or missing documentation.

•     Coordinate closely with the Procurement and Operations teams to align vendor records with job sites and ticketing systems (Quest).

Procurement Support (Approx. 15–25%)

•     Assist in managing the procurement process from requisition to purchase order (PO) issuance.

•     Collaborate with project managers to ensure POs align with work orders or Quest ticket numbers.

•     Help design and implement process improvements for the procure-to-pay workflow, linking AP, procurement, and operations systems.

•     Track purchasing trends, monitor cost efficiencies, and provide reporting to management as needed.

Qualifications

•     3+ years of experience in Accounts Payable, Procurement, or Vendor Management roles.

•     Strong understanding of procure-to-pay workflows and internal controls.

•     Familiarity with vendor certification platforms such as ISNetworld (ISN) or similar is a plus.

•     Experience with ERP systems (NetSuite preferred) and strong Excel/Google Sheets skills.

•     Excellent attention to detail and organizational skills.

•     Ability to work independently, manage multiple priorities, and meet deadlines.

•     Strong communication and interpersonal skills for cross-department collaboration.

Other Details

•     Full-Time Role (On-site, NJ): This position requires daily in-office collaboration with the accounting and procurement teams.

•     Initial Focus: Supporting vendor onboarding and compliance standardization, followed by process optimization of the AP and procurement workflows.

•     Growth Opportunity: As the company scales, this position may evolve into a broader Procure-to-Pay Coordinator or Procurement Manager role.

 

QE Solar offers incredible benefits! We enjoy: 

• 100% paid employee premium on health benefits; additional dependents at low costs and great plans for Health, Dental, Vision, FSA or HSA
• Wellbeing and Employee Assistance
• Perks at Work Marketplace for discounts on gym memberships, classes, tech, vacations, tickets, and more
• Family Building and Adoption Assistance Programs
• Learning & Development Opportunities
• Discounted Life & Disability Insurance

MUST POSSESS A VALID DRIVER LICENSE

Workplace Type: Onsite
Salary Range: $75,000-$80,000 per year
Employment Type: Full-time
Location: Springfield, NJ, USA

Statement to all Third-Party Agencies and Similar Organizations:
QE Solar accepts resumes only from contracted recruiting agencies with formal service agreements. Please do not send unsolicited resumes or outreach emails to our QE Solar employees, hiring managers, or team members without expressed consent or contract for services. QE Solar is not responsible for any fees or charges associated with unsolicited resumes or services.