Senior Accounts Payable Coordinator

POS-34024

About the Role

HubSpot's Global Procure to Pay (P2P) team is seeking a Senior Accounts Payable Coordinator who is ready to own their piece of the AP operation — not just execute tasks, but take accountability for the quality, accuracy, and continuous improvement of the processes they touch. You bring solid AP experience, strong working knowledge of our core systems, and the judgment to resolve day-to-day issues independently. You know when to adapt and when to escalate. Teammates come to you with questions, and you help them get unstuck.

HubSpot operates in a highly regulated financial environment as a publicly traded global company. We maintain strict internal audit controls across all P2P processes, and the Senior AP Coordinator plays a meaningful role in upholding those standards — ensuring compliance with company policy, supporting SOX-related control activities, and helping the team maintain audit readiness year-round. This is not a people management role, but you'll informally support and guide less experienced AP Coordinators as a subject matter resource.

What You'll Do

Own the end-to-end AP invoice cycle — entry, coding, routing, approval workflows, and payment execution — with a high degree of independence and accountability for accuracy and timeliness

Serve as the team's subject matter expert (SME) for the Coupa AP module; troubleshoot system issues, guide teammates on proper use

Coordinate with offshore AP team members to ensure accurate and timely completion of assigned workstreams, providing guidance and resolving queries as needed

Independently identify and resolve invoice discrepancies, PO mismatches, and vendor exceptions by drawing on experience and applying established procedures; escalate non-standard or high-risk situations appropriately

Accurately code expenses to the correct department and GL accounts within HubSpot's multi-tiered GL structure, applying sound judgment on complex or ambiguous coding scenarios

Own vendor relationship management for an assigned portfolio — maintain correspondence, resolve payment issues proactively, and ensure a professional, service-oriented experience

Process new vendor setup requests including W-9 collection, vendor validation, fraud checks, and payment method verification in compliance with AP policy

Serve as AP's primary liaison to HubSpot's Partner Commissions team: partner with them to prepare accurate commission bills, ensure proper invoice documentation, review transactions for policy and regulatory compliance, and resolve any discrepancies before payment processing

Review and process employee expense reports via Coupa and manage the global corporate credit card program (Mastercard), ensuring documentation completeness, proper GL coding, and strict adherence to company policy

Contribute substantively to month-, quarter-, and year-end close processes, completing assigned tasks accurately and on schedule with minimal oversight

Perform and review reconciliations — credit card statements, company accounts, and intercompany balances — identifying and resolving variances independently

Support AP operations for international subsidiaries, applying knowledge of multi-currency transactions, cross-border payment requirements, and entity-level compliance nuances

Compile and analyze monthly and quarterly AP metric reports; surface trends, flag SLA risks, and present findings to team leads to support operational decisions

Uphold HubSpot's internal control framework across all AP processes — enforce segregation of duties, maintain complete and accurate transaction documentation, and flag potential policy violations or fraud indicators immediately

Support SOX compliance activities including control testing, evidence collection, and process documentation; serve as a knowledgeable resource during internal and external audits

Maintain audit-ready files and records at all times; lead the gathering of audit sample support and ensure completeness and accuracy before submission

Ensure compliance with purchasing policies, AP procedures, and applicable tax regulations (including 1099/1042-S reporting, sales/use tax, and VAT on international invoices)

Lead 1099 preparation and related year-end tax compliance activities, coordinating with Finance and Tax to meet all filing deadlines

Monitor team SLA adherence for assigned workstreams; proactively identify bottlenecks and propose solutions to keep the team running at peak efficiency

Identify opportunities to improve AP workflows, automation, and system configurations; develop proposals and help drive implementation in partnership with the AP lead

Maintain and continuously improve Standard Operating Procedures (SOPs), ensuring they reflect current processes and are accessible to the broader team

Participate in P2P system enhancement projects and cross-functional initiatives across the broader P2P organization

Informally support and mentor AP Coordinators — answering day-to-day questions, reviewing work for accuracy, and helping newer team members build their skills

What We're Looking For

Demonstrated experience in accounts payable or related accounting roles, ideally in a global, high-growth, or publicly traded technology environment

Strong working proficiency with an enterprise AP module such as Coupa and NetSuite; Floqast experience a plus

Experience managing or supporting a global corporate credit card program a plus

Solid understanding of AP internal controls, SOX compliance requirements, and audit support processes

Experience with international AP operations — multi-currency processing, cross-border payments, VAT/GST, or intercompany transactions

Strong analytical skills — comfortable reviewing data, identifying patterns, and resolving discrepancies with sound, independent judgment

Exceptional attention to detail and a track record of high-quality, accurate output in a high-volume environment

Clear written and verbal communication skills; able to work effectively with vendors, cross-functional partners, Finance leadership, and audit teamsc

Project management aptitude — able to manage competing priorities, meet deadlines, and drive process improvements to completion