Accounts Payable and Accounts Receivable
About The Position
The Accounts Payable & Receivable role supports the company’s wholesale fuel operations, with a strong focus on accounts payable, accounts receivable, billing accuracy, and financial reconciliation. This full-time, salaried position handles financial data, vendor and customer account coordination, and high-volume transactions. The employee helps ensure accurate fuel billing, timely collections, proper vendor payments, and reliable financial records across multiple entities, working with accounting, logistics, and operations teams to maintain compliance, improve workflows, and support the financial health of the wholesale fuel division. Vintners Distributors is the corporate arm overseeing West Coast Convenience, Eaton Foods, Eatswell, and Prohas Enterprises. Its portfolio includes Loop Neighborhood Market, Poppy Market, fuel brands, and quick-service restaurant brands. Headquartered in Union City, California, the company operates convenience stores, fuel stations, and car washes across California, and also develops real estate and owns and operates its locations. The company describes its values as People, Teamwork, Communication, Training, Results Matter, Fun, Customer-Centered, and Safety.
Requirements
- 3–5+ years of experience in accounts payable, accounts receivable, billing, or financial operations.
- Proficiency in Microsoft Excel and 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 fuel invoices for fleet, dealer, and wholesale customers accurately and promptly.
- 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, bills of lading, 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 discounts based on tenure: $0.10 off per gallon from 6 months to 3 years, $0.30 off per gallon from 3 to 5 years, and $0.40 off per gallon after 5 years; maximum 20 gallons and 2 fill-ups per week.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
