Accounts Payable and Accounts Receivable

Loop Neighborhood • Union City, CA

9d

About The Position

The Accounts Payable & Receivable role supports Vintners Distributors’ wholesale fuel operations, with a focus on accounts payable, accounts receivable, billing accuracy, and financial reconciliation. This full-time, salaried position manages financial data and vendor and customer accounts in a high-volume transactional environment. The role helps ensure accurate fuel billing, timely collections, appropriate vendor payments, and clean financial records across multiple entities. It works closely with accounting, logistics, operations, and compliance teams to maintain compliance, improve workflows, and support the wholesale fuel division’s financial health.

Vintners Distributors is headquartered in Union City, California, and oversees convenience store, fuel station, car wash, and quick-service restaurant businesses across the West Coast. Founded in 1978, the company also develops real estate and owns and operates its locations.

Requirements

• 3–5+ years of experience in accounts payable, accounts receivable, billing, or financial operations.
• Proficiency in Microsoft Excel.
• Ability to learn internal systems quickly.
• Strong written and verbal communication skills with internal teams and external partners.
• High attention to detail and ability to identify trends, troubleshoot issues, and resolve discrepancies.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Ability to work independently and collaboratively.

Nice To Haves

• Experience in the fuel, logistics, energy, or transportation industry is strongly preferred.

Responsibilities

• Generate and issue accurate, timely fuel invoices for fleet, dealer, and wholesale customers.
• Monitor accounts receivable aging, identify delinquent accounts, and coordinate collection efforts with internal stakeholders.
• Record customer payments, reconcile discrepancies, and ensure proper posting across entities.
• Investigate billing variances, pricing errors, and tax discrepancies related to fuel deliveries or transactions.
• Maintain accurate customer account profiles, credit limits, and documentation.
• Process vendor fuel invoices and verify pricing, taxes, freight, and delivery documentation.
• Reconcile vendor statements and resolve discrepancies involving fuel loads, bill of lading data, or system mismatches.
• Support timely vendor payments and compliance with company accounts payable policies.
• Assist with month-end accounts payable close activities, including accruals and reconciliation of fuel-related expenses.
• Serve as a primary liaison for fleet and dealer fuel accounts, providing accurate and timely support.
• Partner with accounting to validate fuel pricing, tax structures, and system-generated billing.
• Analyze transaction trends, fuel volumes, and margin impacts using Excel and internal systems.
• Support internal audits, compliance reviews, and documentation requests.
• Produce weekly and monthly financial and operational reports for leadership and client needs.
• Track KPIs related to accounts receivable collections, accounts payable processing timelines, billing accuracy, and fuel movement.
• Maintain organized digital records for audit readiness and regulatory compliance.
• Work with logistics to verify delivery data, bill of lading accuracy, and load reconciliation.
• Coordinate with compliance teams on tax reporting, environmental fees, and regulatory documentation.
• Support invoice approvals, vendor communication, and administrative tasks affecting financial workflows.
• Contribute to continuous improvement initiatives across fuel operations and financial processes.

Benefits

• Comprehensive health insurance
• Paid time off and holidays
• 401(k) retirement plan with company match
• Opportunities for professional growth in a stable, expanding company
• Employee fuel discount: $0.10 off per gallon after 6 months to 3 years of employment; $0.30 off per gallon after 3 years to 5 years; and $0.40 off per gallon after 5 or more years, with a maximum of 20 gallons and 2 fill-ups per week

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed