AP SPECIALIST
About The Position
The Accounts Payable Specialist supports the day-to-day accounts payable function by processing vendor invoices, maintaining accurate records, and helping ensure timely payments. The role performs three-way matching, manages vendor communications, supports account reconciliations, and uses advanced Excel tools to analyze data, identify discrepancies, and improve efficiency. The ideal candidate is detail-oriented, organized, and able to manage a high volume of transactions in a fast-paced environment. The position works primarily in an office environment, with regular interaction across warehouses, suppliers, co-manufacturers, customers, and business partners. Travel and operational-site visits may be required. Reasonable accommodations may be made to enable qualified individuals to perform essential functions. Responsibilities may change with business needs.
Requirements
- Minimum of 2–4 years of accounts payable or accounting experience.
- Associate or bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
- Experience performing three-way matching in a purchasing and inventory environment.
- Advanced Microsoft Excel skills, including PivotTables, XLOOKUP/VLOOKUP, SUMIFS, advanced formulas, conditional formatting, data validation, large dataset management, reconciliations, exception reporting, and ad hoc analysis.
- Strong understanding of accounts payable processes and internal controls.
- Experience working with ERP systems in a high-volume transaction environment.
- Strong analytical, problem-solving, organizational, written communication, and verbal communication skills.
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
Nice To Haves
- Experience in food distribution, manufacturing, wholesale distribution, or another inventory-intensive environment.
- Experience with Business Central, NetSuite, SAP, Oracle, or a similar ERP system.
- Experience supporting month-end close activities, account reconciliations, and audit requests.
Responsibilities
- Process vendor invoices accurately and on time.
- Perform three-way matching of purchase orders, receiving documents, and vendor invoices.
- Investigate and resolve invoice discrepancies, pricing differences, quantity variances, and receiving issues.
- Ensure invoices are properly coded and approved in accordance with company policies.
- Assist with weekly payment processing, including ACH, wire transfers, and checks.
- Monitor vendor statements, reconcile outstanding balances, and process employee expense reports in accordance with company policies.
- Review accounts payable aging reports and follow up on outstanding items.
- Assist with month-end accounts payable close activities and accruals.
- Research and resolve purchasing, inventory, receiving, and invoicing discrepancies.
- Use advanced Excel tools to perform reconciliations, analyze trends, identify exceptions, and support reporting requirements.
- Support inventory and purchase order reconciliation efforts.
- Serve as a primary point of contact for vendor payment inquiries and resolve disputes professionally.
- Assist with vendor onboarding, W-9 collection, and maintenance of vendor records.
- Follow established accounts payable procedures and internal controls.
- Assist with process improvement initiatives, workflow enhancements, and ERP system testing, upgrades, or implementations.
- Maintain organized documentation supporting accounts payable transactions.
- Prepare accounts payable reports, support schedules, and ad hoc analyses using Excel.
- Support internal and external audit requests.
- Assist Accounting and Finance teams with special projects and ad hoc assignments.
- Collaborate with Purchasing, Operations, Inventory, Sales, and Finance teams to resolve issues affecting invoice processing and payment.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
