Accounts Payable Specialist

Job Description

Cespira is a joint venture between Volvo Group and Westport Fuel Systems, dedicated to advancing sustainable transportation solutions. With offices in Gothenburg (Sweden), Vancouver (Canada), and Brescia (Italy), Cespira is leading the way in developing and commercializing High-Pressure Direct Injection (HPDI) technology for heavy-duty engines. This innovative technology supports the use of hydrogen and renewable fuels, significantly reducing greenhouse gas emissions. Our mission is to provide practical, scalable solutions that accelerate the transition to a decarbonized future, ensuring cleaner air and a better world for future generations. We are committed to building on our strong reputation for excellence and pushing the boundaries of what's possible in transportation.

Position overview

Under the direction of the Controller, manage full cycle accounts payable activities for Brescia site operations, including day-to-day processing of accounts payable transactions, issues resolution with internal teams and external suppliers and assist with regular payment cycles effectively and on a timely manner. This role will take ownership of the timely, accurate, end-to-end processing of supplier invoices in Italy, from capture and validation to payment and reconciliation. The role requires strong knowledge of Italian AP compliance, including SDI e-invoicing (FatturaPA), VAT rules, reverse charge, split payment (scissione dei pagamenti) where applicable, and imposta di bollo. The AP specialist will train, mentor or support fellow members of the AP and accounting to support the deliverables of the AP function in Italy, as well as lease with global counterparts in the Canadian Corporate office.

Job Requirements

• Setup of a procure-to-pay process and related activities, including drafting of documentation and procedures ensuring this process is followed by all AP team members
• Invoice intake and validation: Receive, triage and register supplier invoices (PO and non-PO); perform three-way and two-way matches; confirm tax treatment (VAT codes, reverse charge, split payment), vendor details, payment terms, and coding to correct cost centres and GLs.
• Italian e-invoicing compliance: Manage electronic invoicing flows via Sistema di Interscambio (SDI); resolve rejections; ensure correct codice destinatario/PEC, CIG/CUP where applicable, and apply imposta di bollo requirements.
• Discrepancy resolution: Proactively investigate and clear holds (price/quantity mismatches, missing GRNs/POs, duplicate checks); collaborate with Procurement, Receiving, and Requesters to resolve issues promptly.
• Payment runs: Prepare and review vendor payment proposals (SEPA bonifici, scheduled runs); validate supplier banking data; obtain approvals per Delegation of Authority; post payments and clear open items.
• Vendor master data: Create and maintain supplier records; verify tax IDs (Partita IVA), addresses, terms, and banking details; support periodic master-data hygiene reviews.
• Accounting and close: Post accruals, reclasses and adjustments; reconcile AP subledger to the GL; prepare month-end schedules (aged payables, GR/IR, debit balances) and support intercompany settlements.
• Tax and statutory support: Prepare AP evidence for VAT returns and refund claims; ensure invoice-level VAT integrity; provide audit samples and respond to auditor and tax advisor queries.
• Controls and policies: Adhere to SOX/IFRS-aligned controls (where applicable), SOD principles, and internal policies; maintain complete documentation and an auditable trail.
• Continuous improvement: Track KPIs, identify process bottlenecks, and contribute to AP process and system enhancements (OCR, workflow, catalogues, three-way match thresholds). Maintain payment logs and all supporting documents
• Prepare ad hoc urgent payments as required
• Reconcile vendor account statements and monitor accounts to ensure payments are up-to-date and ensure any discrepancies are resolved on a timely manner
• Review open AP & goods received report reports for multiple operations on monthly basis to maintain aging less than 60 days
• Assist in gathering and preparing monthly accrual entries from all departments
• Assist in filing and arranging documents after each cheque run
• Assist in internal and external audits
• Other ad hoc finance/AP related projects

Job Responsibilities

• A self-starter that takes initiative
• 5+ years of hands-on Accounts Payable experience managing or leading an AP team or related role
• Understanding of accounting principles, including accruals, and AP-to-GL reconciliation.
• Technical understanding of Italian SDI e-invoicing (FatturaPA) and error-handling, VAT on purchases, reverse charge, split payment (for PA, if relevant), imposta di bollo on e-invoices.
• Familiarity with the Procure to Pay process ensuring invoices are paid based on approved commitments
• Excellent analytical, problem-solving skills, takes initiative and ownership, works well autonomously
• Able to communicate with all levels of management
• Advanced MS office skills
• Familiarity with JDE is an asset