Headlands Research

Accounts Payable

• Process vendor invoices accurately and efficiently within NetSuite
• Prepare ACH, wire, and other electronic vendor payments
• Manage vendor onboarding, payment portals, W-9 documentation, and banking information
• Reconcile vendor statements and proactively resolve outstanding invoices, credits, and payment discrepancies
• Monitor multiple AP inboxes and respond promptly to internal and external inquiries
• Review, audit, and process employee expense reports through the company's expense management system
• Serve as the internal subject matter expert for the expense management platform by providing user support, troubleshooting, and training
• Partner with site leaders and department managers to obtain invoice and expense approvals
• Perform monthly corporate credit card coding and reconciliations
• Prepare and file annual 1099s for multiple legal entities
• Support audits, reporting requests, compliance initiatives, and special projects
• Identify opportunities to improve AP processes, documentation, internal controls, and system efficiencies

Accounts Payable Specialist

Recruitment

Patient Recruitment Specialist

Manager

• Draft, review, process, and manage routine commercial agreements, including NDAs, vendor agreements, independent contractor agreements, amendments, and renewals
• Administer and maintain the company’s contract lifecycle management system (Ironclad), including intake workflows, approval routing, execution tracking, and repository management
• Serve as a primary point of contact for internal stakeholders regarding contract requests, status updates, and contract process guidance
• Track contract obligations, renewal dates, expirations, and key milestones to ensure timely follow-up and compliance
• Maintain and improve contract templates, clause libraries, and supporting documentation aligned with company standards
• Coordinate with outside counsel and internal legal leadership on agreements requiring specialized legal review, including data use and privacy-related agreements
• Identify and escalate non-standard contract terms, legal risks, and policy exceptions appropriately
• Support legal operations initiatives, process improvements, and best practices to enhance efficiency and scalability

Contracts Manager

• Review and process vendor invoices in NetSuite
• Prepare and process ACH, wire, and other electronic vendor payments
• Manage vendor payment portals and vendor account setup
• Review vendor account statements and reconcile outstanding invoices, payments, and credits
• Monitor and manage multiple accounts payable email inboxes
• Process and review employee expense reports through the company's expense management system
• Act as a superuser for the company's expense management system, providing user support, training, and troubleshooting
• Collaborate with site and department leaders to obtain invoice and expense approvals
• Perform credit card coding and reconciliations
• Maintain vendor records, including W-9s, banking information, and payment details
• Prepare and file annual 1099s for multiple entities
• Assist with reporting, compliance requests, and special projects as assigned
• Assist with the development, documentation, and improvement of AP procedures and internal controls