Accounts Payable Specialist

Title: Accounts Payable Specialist   
Company: Heven AeroTech
Location: Sterling, Virginia
FLSA: Non-Exempt

About Our Company:
At Heven AeroTech (Heven), we don’t just believe in the power of people—we build our success on it. As a recognized leader in hydrogen-powered drones, we’ve earned recognition for creating a workplace where innovation thrives, collaboration is second nature, and every employee feels valued. Our culture is anchored in trust and a shared commitment to excellence.

We believe great teams are built on individuals who are humble, hungry, and smart—those who put team success first, take initiative to continuously improve, and demonstrate strong interpersonal awareness. At Heven, your voice matters, your ideas are heard, and your contributions make a tangible impact as you grow through hands-on experience and collaboration across the team.

Role Summary:
The Accounts Payable Specialist is responsible for executes the full-cycle accounts payable process, ensuring accurate and timely processing of vendor invoices, expense reports, and payments. This role plays a critical part in maintaining strong vendor relationships and supporting the financial integrity of the organization.

Essential Responsibilities:

• Review, verify, and process vendor invoices in accordance with company policies and approval workflows
• Match purchase orders, receipts, and invoices (three-way matching) to ensure accuracy prior to payment
• Prepare and process weekly/bi-weekly check runs, ACH payments, and wire transfers
• Reconcile vendor statements and resolve billing discrepancies in a timely manner
• Maintain vendor master data including W-9 collection, banking information, and contact records
• Respond to vendor inquiries and internal stakeholder questions regarding invoice status and payment details
• Assist in month-end and year-end close activities including AP accruals and account reconciliations
• Prepare 1099 filings and ensure compliance with IRS reporting requirements
• Identify opportunities to improve AP processes and support automation initiatives
• Assist with internal and external audits by providing supporting documentation as needed

Qualifications & Experience:

Required

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or equivalent work experience
• 0 to 2 years of accounts payable or general accounting experience
• Ability to quickly learn ERP or accounting software
• Understanding of AP processes including invoice processing, payment runs, and reconciliations
• Excellent attention to detail and high degree of accuracy in data entry
• Ability to manage high invoice volumes and meet strict deadlines
• Proficiency in Microsoft Excel (VLOOKUP, pivot tables, basic formulas)

Preferred

• Experience with automated AP platforms
• Knowledge of sales/use tax and 1099 reporting requirements
• Experience in a multi-entity or high-volume environment
• Exposure to SOX compliance or internal controls
• Eligibility to obtain a DOD Secret clearance.

Physical Requirements:

• Ability to remain in a stationary position for extended periods while performing computer-based and administrative work.
• Frequent use of a computer, keyboard, telephone, and other standard office equipment.
• Ability to review, analyze, and enter detailed financial data with a high degree of accuracy.
• Ability to communicate effectively with vendors, employees, and management in person, by telephone, and through electronic communications.
• Occasional movement throughout the office to access files, office equipment, and meeting locations.
• Ability to lift, carry, and move files, documents, and office materials weighing up to 15 pounds on an occasional basis.
• Ability to maintain concentration and attention to detail while managing multiple tasks, deadlines, and high-volume transaction processing.
• Occasional travel between company facilities may be required, depending on business needs.

Benefits Overview: 
Heven AeroTech offers a competitive benefits package designed to support the health, financial security, and overall well-being of our employees and their families. Benefits include medical, dental, and vision coverage, retirement plans, paid time off/sick, and additional protections such as critical illness, hospital indemnity, accident coverage, and short- and long-term disability.

Equal Employment Opportunity Statement: 
Heven AeroTech is an Equal Opportunity Employer and considers all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic under applicable law.