Accounts Payable Specialist (Temporary - 4 months)

📋 Description

• • As a temporary Accounts Payable Specialist at Smallpdf AG, you will play a crucial role in supporting our Finance team's daily operations for a period of 4 to 6 months. This position is vital for ensuring the smooth and accurate processing of all vendor invoices and employee expense reimbursements, contributing directly to the financial integrity of our rapidly growing, globally recognized digital document solutions company.
• • You will be responsible for the meticulous processing and verification of vendor invoices, ensuring each one is accurate, compliant with company policies, and submitted in a timely manner. This involves a keen eye for detail to confirm that all invoices are properly approved, accurately coded to the correct General Ledger (GL) accounts, and assigned to the appropriate cost centers, which is fundamental for precise financial reporting.
• • A significant part of your role will involve maintaining and reconciling vendor accounts. This requires diligent tracking of all payments, credits, and outstanding balances, ensuring that our records are consistently up-to-date and accurate. Proactive management of these accounts will help prevent discrepancies and maintain healthy vendor relationships.
• • You will serve as a primary point of contact for vendors, addressing their inquiries promptly and professionally. Resolving any discrepancies that may arise is paramount to fostering and maintaining positive, long-term relationships with our business partners. Your ability to communicate effectively and resolve issues will be key to this aspect of the role.
• • Monitoring the dedicated AP inbox will be a daily responsibility, ensuring that all incoming invoices and related requests are handled efficiently and without delay. This inbox serves as a central hub for AP-related communications, and its effective management is critical for operational continuity.
• • You will actively participate in month-end closing activities, specifically those related to Accounts Payable. This includes assisting with the preparation of reconciliations and accruals, ensuring that all financial obligations are accurately reflected in the period's financial statements.
• • Managing employee expense reimbursements will be another core duty. You will ensure that all expense reports are processed in strict accordance with Smallpdf's established company policies, maintaining fairness and accuracy for all employees.
• • Upholding compliance with internal controls, accounting policies, and documentation requirements is non-negotiable. You will ensure that all AP processes adhere to these standards, safeguarding the company's financial assets and maintaining audit readiness.
• • Maintaining accurate and organized records is essential. This includes ensuring the proper filing of all invoices and supporting documentation, whether digital or physical, to facilitate easy retrieval and auditing.
• • You will also provide valuable support to the broader accounting team by undertaking ad hoc accounting tasks as needed. This includes contributing to process improvement initiatives, identifying opportunities to enhance efficiency and accuracy within the AP function.
• • This role offers a unique opportunity to work within a dynamic, product-led company that serves millions of users worldwide. You will gain exposure to international accounting practices and contribute to a team that values innovation, data-driven decisions, and a strong user experience. The temporary nature of this role allows for focused contribution over a defined period, making it ideal for individuals seeking to apply their AP expertise in a fast-paced, remote environment.
• • Your work will directly impact Smallpdf's ability to manage its financial operations efficiently, supporting our mission to simplify document workflows for individuals and businesses globally. You will be an integral part of a supportive and collaborative finance team, working remotely with occasional team meetups to foster strong working relationships and team cohesion.
• • The flexibility to work full-time or part-time (minimum 60%) is available, but a commitment to the full 4–6 month duration is required. This role is perfect for a detail-oriented, organized professional who is comfortable working independently in an international, remote setting and can quickly adapt to new systems and processes.