Accounts Payable Specialist

Calyxo, Inc. is a medical device company headquartered in Pleasanton, California, USA. The company was founded in 2016 to address the profound need for improved kidney stone treatment. Kidney stone disease is a common, painful condition that consumes vast amounts of healthcare resources each year. Our team is led by executives and investors with a proven track record of commercializing paradigm-shifting devices to meet unmet needs within urology.

Are you ready to change the future of kidney stone treatment? We are seeking high achievers who want to be part of a dynamic team working in a fun, diverse atmosphere.

Summary

We are seeking an experienced and detail-oriented Accounts Payable Specialist to join our Finance team in the medical device industry. The ideal candidate will have 5-6 years of AP experience and a strong understanding of vendor payment processing, Bill.com, Concur with corporate card integration, and NetSuite ERP System. This role will play a key part in ensuring timely and accurate payments, maintaining Days Payable Outstanding (DPO) targets, supporting the monthly close, audit preparation, and compliance reporting. The position reports directly to the Senior Accounting Manager.

In this Role, You Will:

Vendor Payments & Invoice Processing

• Process high-volume vendor invoices in Bill.com and NetSuite, ensuring accurate coding, approvals, and payment scheduling.
• Ensure timely and accurate disbursements to vendors via ACH, wires, and checks while optimizing DPO in line with company cash flow strategy.
• Help manage and maintain vendor records, W-9 documentation, and payment terms compliance.
• Respond to vendor inquiries and resolve payment discrepancies professionally and promptly.
• Ensure accurate and appropriate recording of expenses.

Expense Management & Credit Card Reconciliation

• Review, process, and reconcile employee expense reports submitted via Concur, including integration between Concur and NetSuite with corporate credit cards.
• Help monitor and reconcile credit card transactions, ensuring proper coding and policy adherence.
• Communicate with employees regarding policy violations or missing documentation/receipts.

Month-End Close

• Maintain the monthly close calendar and ensure accurate and timely monthly, quarterly and year end close.
• Perform monthly bank reconciliations related to AP and credit card accounts.
• Research and resolve reconciling items in a timely manner.
• Assist in the completion of monthly close procedures related to accounts payable and accruals.
• Prepares journal entries for accruals, allocations, and adjustment of assigned general ledger accounts.
• Analyze variances in assigned accounts.
• Reconcile AP subledger to general ledger and ensure cut-off accuracy.
• Maintain financial records to comply with accepted policies and procedures.
• Meet financial reporting deadlines by utilizing FloQast close management system.
• Provide DPO analysis and assist in reporting cash outflow trends and liabilities.
• Resolve accounting discrepancies and irregularities.
• Support budget and forecast activities.
• Perform other duties as assigned.

Financial Audit Support & Compliance

• Prepare documentation for internal and external audits, ensuring all AP activities are compliant with SOX and company policies.
• Maintain organized, audit-ready files for all AP transactions.
• Assist with compliance reporting, including 1099 and property tax preparation and regulatory documentation.
• Partner with the Senior Accounting Manager to review and improve internal controls related to payables.
• Assist in reviewing/updating policies and procedures as needed.
• Performs other related duties as assigned by Supervisor

Who You Will Report To:

• Senior Accounting Manager

Requirements:

• 5-6 years of full-cycle Accounts Payable experience, preferably in the medical device, healthcare, or life sciences industry.
• Bachelor's degree in Accounting, Finance, or a related field preferred.
• Proficiency in NetSuite ERP systems and advanced Excel skills (VLOOKUP, pivot tables, formulas)
• Hands-on experience with Bill.com, Concur (including corporate card integration), and FloQast
• Strong record of working in a corporate accounting function maintaining compliance with company policies and procedures.
• Demonstrated problem solving, analytical, process improvement skills and high attention to detail.
• Excellent interpersonal and communication skills across all levels of the organization and with customers and vendors.
• Work ethic that exudes integrity, accountability, and professionalism.
• Requires the ability to multi-task, manage time, and work well under pressure.
• Works well with other functions to achieve Company and Team goals.
• Collaborative, positive attitude with desire to work in a demanding, fast-paced, and dynamic work environment for a rapidly growing company.
• Initiative-taking and able to contribute individually and as a team, with minimal supervision.
• Work location: Pleasanton, CA
• Travel: Less than 10%
• Full time employment
• Must be able to lift ten pounds, sit for up to 8 hours/day.
• Compliance with relevant county, state, and Federal rules regarding vaccinations.

What We Offer:

At Calyxo, you will be part of a knowledgeable, high-achieving, experienced and fun team. You will work in a diverse work environment with experienced, proven leaders and have an opportunity to shape our company culture. You will experience constant learning and dynamic challenges to help you grow and be the best version of yourself.

We also offer a compensation plan as follows:

• Competitive hourly rate of $33.65/hr - $40.00/hr
• Stock options - ownership and a stake in growing a mission-driven company.
• Employee benefits package that includes 401(k), healthcare insurance and paid vacation

Calyxo is deeply committed to fostering an environment where diversity and inclusion are not only valued but also prioritized. We believe a diverse and inclusive community empowers us to act courageously, care deeply, and dream boldly to impact people in big ways. Diverse viewpoints bring diverse capabilities, which strengthen our focus and fuel our growth. Calyxo is proud to be an equal opportunity employer, seeking to create a welcoming and diverse environment. All applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status or any other applicable legally protected characteristics

Legal authorization to work in the United States is required. In compliance with federal law, all persons hired will be required to verify their identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Disclaimer:

At Calyxo, we prioritize a transparent and structured interview process to ensure the best fit for both our candidates and our team. Please be aware of the following:

• Structured Interview Process: Our hiring process includes multiple stages of interviews where you will have the opportunity to communicate directly with Calyxo employees. This ensures that you gain a comprehensive understanding of the role and our company culture.
• Verification of Identity: We do not extend job offers without first meeting candidates, either virtually or in person. This step is crucial to maintain the integrity of our hiring process and to ensure mutual alignment.
• Beware of Scams: Calyxo will never request sensitive personal information, such as your full name, address, phone number, or identification documents, via email or online forms before an official interview. Calyxo representatives will always contact you using an email format of firstname.lastname@calyxoinc.com. If you receive a request for information from any other domain, please contact us directly at info@calyxoinc.com to verify the legitimacy of the communication.

We appreciate your interest in joining Calyxo and look forward to getting to know you through our official channels.