Specialist, Accounts Payable & Billing

About the role

As a Specialist in Accounts Payable and Billing at Galaxy, you will play a pivotal role in managing the financial transactions related to our rapidly expanding data center operations. This position requires a detail-oriented individual who can ensure accuracy in processing invoices and billing activities while fostering strong relationships with vendors and internal teams. You will be responsible for overseeing the entire accounts payable process, from invoice intake to payment processing, as well as managing tenant billing related to leases and construction projects. Your contributions will be essential in enhancing our financial controls and systems as we continue to grow.

Key facts

What you'll do

• Review, categorize, and process invoices using the General Ledger, currently utilizing NetSuite and transitioning to Workday.
• Collaborate with the procurement team to match invoices with open purchase orders, promptly addressing any discrepancies in pricing, quantity, or scope.
• Proactively engage with business managers and cost-center owners to ensure timely approvals for invoices, fostering relationships that facilitate smooth operations.
• Reconcile vendor statements, investigate outstanding balances, and identify any duplicate or erroneous charges while responding to vendor inquiries in a professional manner.
• Maintain comprehensive vendor documentation, including W-9 forms, banking details, and tax information, while supporting the controls over vendor setup and banking modifications.
• Prepare payment batches for ACH, wire, and checks, ensuring adherence to our maker-checker control process before management review and release.
• Monitor accounts payable aging, invoice workflow status, rejected invoices, and open purchase orders to maintain an organized financial process.
• Assist in the implementation of Workday, contributing to the transition and optimization of our financial systems.
• Translate executed leases and service commencement information into precise billing setups for tenants, ensuring accuracy in recurring and non-recurring invoices.
• Address tenant billing inquiries and collaborate with Accounting, FP&A, Construction, and Operations teams to resolve any discrepancies.
• Support the reconciliation of accounts payable and billing subledgers to the general ledger during month-end close, investigating any unusual balances or variances.
• Maintain thorough, audit-ready documentation for invoices, payments, tenant bills, adjustments, approvals, and reconciliations, ensuring compliance with internal controls.
• Prepare key performance indicator reports for accounts payable and billing for management review, documenting standard operating procedures and identifying areas for improvement.
• Integrate artificial intelligence tools where applicable to enhance efficiency in accounts payable and billing workflows.
• Develop an in-depth understanding of Galaxy's expanding data center business to better support financial operations.

Requirements

• 2 to 4 years of experience in accounts payable, billing, accounts receivable, general accounting, or a related field within accounting operations.
• A solid understanding of fundamental accounting principles, including invoice processing, account reconciliation, and financial controls.
• Experience in reviewing purchase orders, contracts, leases, or other supporting documentation for transactions.
• Strong attention to detail with a proven record of accuracy in processing high volumes of invoices.
• Excellent communication and interpersonal skills, with the ability to follow up persistently while remaining approachable and friendly.
• Comfortable working collaboratively with procurement teams, vendors, tenants, and business managers across the organization.
• Proficient in Excel and experienced with an ERP or accounting platform.
• A self-starter with intellectual curiosity and a positive attitude, capable of managing multiple priorities in a fast-paced environment.
• Proven ability to investigate discrepancies, organize supporting documentation, and resolve issues effectively.
• Flexibility to contribute to building and enhancing processes and controls as the team expands.

Nice to have

• Familiarity with Workday or similar financial software.
• Understanding of purchase order matching and three-way match processes.
• Experience in sectors such as data centers, commercial real estate, construction, or other capital-intensive industries.
• Knowledge of pass-through operating expense reconciliations, tenant fit-out billing, construction progress billings, or SLA credit tracking.
• Experience with multi-entity or project-based accounting practices.
• Exposure to Sarbanes-Oxley (SOX) compliance and testing.

Skills & tools

• Proficiency in Microsoft Excel and experience with ERP systems such as NetSuite and Workday.
• Strong analytical skills for investigating discrepancies and reconciling accounts.
• Excellent organizational skills to manage high volumes of invoices and competing deadlines.
• Effective communication skills for liaising with vendors and internal teams.

Practical notes

• This position is based in New York, NY, and requires a full-time commitment.
• Competitive salary and benefits package will be offered, commensurate with experience.
• Candidates must be eligible to work in the United States and may require visa sponsorship depending on their situation.

Join Galaxy and become part of a dynamic team that is at the forefront of innovation in the digital asset and data center sectors. Your expertise in accounts payable and billing will be crucial in supporting our mission to shape the future of finance and technology.