Position Overview:

The AP Supplier Specialist is responsible for three-way matching supplier invoices with receipts to purchase orders and ensuring the company receives payment for all goods and services rendered. This position specializes in processing invoices from the company’s beverage suppliers with an emphasis on verifying cost and quantities billed. This role is also responsible for processing and applying electronic customer invoice payments and working with outside parties to quickly resolve any invoicing discrepancies. This position is responsible for ensuring that all legal regulations and company policies regarding payables are observed.

Principal Duties and Responsibilities:

• Reconcile supplier invoices with inventory receipts and purchase orders.
• Communicate discrepancies in quantity or costing to appropriate departments for resolution of issues.
• Enter supplier invoices into AP system accurately and timely.
• Maintain and develop efficient processes and keep up to date records of standard operating procedures.
• Assist with monthly reconciliation of receipts not invoiced.
• Backup AP Coordinator duties as needed, including processing regular vendor invoices and check runs.
• Process incoming payments from various vendor portals and post to customers in the accounting system.
• Make correcting invoices as directed by sales, management, inventory and/or pricing.
• Provide consistent, professional, courteous, and high-quality customer service.
• Maintain and develop efficient processes and keep up to date records of standard operating procedures.
• Prepare and send out monthly statements.
• Prepare monthly reports for sales, delivery, and financial departments.
• Support the accounting department with special projects as needed.
• Other job duties and projects as assigned.

Supervision Received: 

This position will receive direction, supervision, and regular performance evaluations from the Accounting Manager.

Working Conditions:

• This job operates in an office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.
• This is a full-time position. Some flexibility in hours is allowed, but the employee is expected to work eight hours a day, five days a week (Monday through Friday). Occasionally there is work outside normal business hours for month-end close, staff vacations, or other critical projects demand.

Physical Requirements:

The physical demands described here are representative of those that must be met with, or without accommodation, by an employee to successfully perform the essential functions of this job.

• Sit and/or stand for long periods of time.
• Lift/carry/move objects up to 25 pounds.
• Ability to receive detailed information provided through oral and written communication.
• Comfortable working in an open concept office setting.

Required Qualifications and Skills:

• Entry level position, accounts payable/accounts receivable experience a plus.
• Experience with three-way matching a plus.
• Excellent time management skills.
• Strong organizational skills as well as attention to detail.
• Beginner to intermediate level skills in Excel and MS Office Suite.
• Experience organizing, scheduling, and coordinating payments.
• Proficiency with accounting systems; MS Business Central experience a plus.
• Basic knowledge of OLCC regulations and General Ledger processes, is a plus.
• Manage confidential information and/or issues using discretion and judgment.
• Experience extracting data from multiple sources and analyzing the data.
• Ability to perform independently, with limited supervision.
• Strong interpersonal skills.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.