What are the responsibilities and job description for the Accounts Payable Specialist position at Coast Southwest, Inc.?
Placentia, CAPosted Mar. 16, 2026
The Accounts Payable position is responsible for processing trade payables, overhead invoices, expense reports, and credit card statements for the entire company. The Accounts Payable works with all internal departments and trade partners to ensure appropriate payments are made, and responds to internal and external accounts payable inquiries.
Essential Job Duties And Responsibilities
The demands of this job include:
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The Accounts Payable position is responsible for processing trade payables, overhead invoices, expense reports, and credit card statements for the entire company. The Accounts Payable works with all internal departments and trade partners to ensure appropriate payments are made, and responds to internal and external accounts payable inquiries.
Essential Job Duties And Responsibilities
- Manage trade and related payables, with a strong focus on scheduling and processing invoices.
- Process incoming invoices (if needed, re-route to appropriate department for purchase order matching).
- Review, audit, and process employee expense reports, employee travel reports, and reimbursements for accuracy, documentation, proper authorization, and compliance with policies.
- Audit a variety of documents for mathematical accuracy, proper coding and authorization, documentation, completeness, timeliness, and compliance with regulations, policies, and guidelines.
- Code and voucher invoices once proper backup and approvals are obtained.
- Work directly with purchasing, accounting, and management teams to obtain necessary approvals and resolve variances in payable documentations.
- Maintains a variety of accounting/financial records and documents within the accounts payable section; reconciles information and creates adjusting payable entries for posting to the financial system.
- Interact with vendors regarding past due invoices, credit claims, incorrect invoices, or other payable issues.
- Maintain vendor/supplier files by performing regular audits to ensure accuracy.
- Maintain accounts payable files, including weekly filing of paid invoices.
- Ability to communicate with vendors, alleviate escalated issues, challenges, or concerns.
- Perform accurately within deadlines under limited supervision.
- Prioritize and handle multiple projects at once, particularly during the month and year-end.
- General clerical duties as related to job responsibilities (data entry, collating, photocopying, scanning, filing, etc.).
- Other duties and special projects as assigned.
- Bachelor’s degree required, preferably in Finance or Accounting.
- Minimum of 3 to 5 years of accounts payable experience.
- Solid understanding of general accounting practices, procedures, and principles.
- Distribution or manufacturing experience is a plus.
- Ability to work in a deadline-oriented environment.
- Excellent verbal and written communication skills.
- Exceptional data entry skills with a high degree of accuracy.
- Must be organized with the ability to multitask and prioritize responsibilities.
- Ability to work in a fast-paced, deadline-oriented environment.
- Ability to work independently and collaboratively with cross-functional departments.
- Problem-solving skills and ability to handle billing inquiries or disputes professionally.
- Ability to maintain a high level of confidentiality.
- High attention to detail and accuracy.
- Must demonstrate professional communication and strong teamwork skills.
- Experience with high-volume invoice processing and payment cycles.
- Prior experience reconciling vendor statements.
- Knowledge of ERP systems (Chempax by Datacor) preferred, but not required.
- Proficient Microsoft Office skills (i.e., Excel, Word, etc.) as well as the ability to learn new software programs.
The demands of this job include:
- The physical and mental capacity to effectively perform all essential job duties and responsibilities.
- Must be able to concentrate on details, work under deadline pressures, apply sound logic and judgement, and prioritize tasks and responsibilities.
- Must be able to focus and multi-task in a busy environment and maintain composure in potentially stressful situations.
- Maintain effective and professional relationships with executives, staff, customers, vendors, and governmental agencies.
- Access to and maintenance of confidential and sensitive information.
- Must undergo and meet company standards for background checks, drug testing, and behavioral assessments.
- Employee is regularly required to sit, stand, and walk.
- Ability to verbally communicate both in person and via telephone.
- Ability to utilize various office equipment, including computer, telephone, and copy machine.
- Occasional lifting and/or moving of up to 10 pounds.
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